2023-2024 Visit Protocol and Checklist

 
 
 
 
 
 
2023-2024 Rotary District Governor Luis Cavazos
Official Club Visit
Assistant Governor’s Protocol & Checklist
 
The highlight for an Assistant Governor is the Club Visits.
The annual Club visits by the District Governor (DG) will be between July 2023 – January 2024. 5930 Rotary District is divided into 12 Areas and the club visits. A schedule calendar has been prepared that lists when areas will meet with the DG. In addition, the DG will meet separately with the individual Board of Directors from each club on the assigned date as shown on the schedule calendar.
 
PROTOCOL:  For the “Traditional” District Governor (DG) club visit option
  • Allow 25-40 minutes for the DG as the club’s only “program.”
  • If an overnight stay is required, clubs pay for hotel charges only.
  • Send a copy of the room reservation to the DG & District Chief of Staff.
  • Send contact of the person of the reservation to DG & District Chief of Staff.
  • It is also customary for the club(s) to pay for the meal(s) for the DG and guest associated with the “official” visit. The Assistant Governor (AG) will accompany the DG on the official club visits. It is thoughtful for the clubs to pay for the AG’s meal(s) on “official” visits.
  • For the evening meetings with the board, could be at club meeting location, quiet restaurant or a Rotarian’s home.
  • The Club President introduces the Assistance Governor (AG).
  • The AG introduces the DG, and it is customary for Rotarians and guests to stand up when DG is introduced.
  • Optional personal gifts and a contribution to PolioPlus or The Rotary Foundation on behalf of the District Governor’s visit.
  • There are no dietary restrictions for the DG or guest.
  • Work closely with the District Chief of Staff.
 
 
The Assistant Governor’s Checklist
Prior:
  • Communicate or visit with the area club president before the club visits.
  • Visit the area clubs prior to the DG visit as a guest, not a guest speaker if time permits.
  • Share the club’s visits schedule calendar and etc. with club presidents and/or club secretary.
  • Suggest visiting with the club president at least 4 weeks prior to the DG’s scheduled visit.
  • Discuss the difference between the board meeting and club meeting with the area clubs.
  • Discuss the Protocol & Checklist of the meetings.
  • Discuss the plan from the DG for board and club meetings.
  • Discuss the hotel accommodations.
  • Recommend to the club president to meet with their board of directors and officers prior to the DG visit to be prepared.
  • Meet again with area clubs the DG clubs visit one week prior to the Governor’s visit.
  • Discuss the “Thank You District Governor’s Gift” optional
  • Notify any changes to the District Chief of Staff.
  • Communicate with the club president and District Chief of Staff.
 
During Board Meeting
  • Start on time.
  • Everyone wears a nametag.
  • Acknowledgement of District Leadership Team and/or Past District Governor(s) if present.
  • Board members/officers bring their notebooks for the year 2023-24 to discuss “Key Issues” see below.
  • Club president introduces all board of directors and officers with title and then DG.
  • Optional: Club highlights of previous years; flyers, brochures, photos, and/or awards.
  • An AG or board member takes photos during and after the meeting.
During Club Meeting
  • Start on time.
  • Everyone wears a nametag.
  • Acknowledgement of District Leadership Team and/or Past District Governor(s) if present.
  • Prepare an agenda for club presidents.
  • Club President introduces the Assistance Governor.
  • Assistance Governor introduces the District Governor.
  • A club member takes photos during and after meeting.
 
Some key issues to discuss with the Board of Directors/Officers:
  • Club Plan of Action
  • Club & District Goals
  • Club Budget
  • Officers and Board of Directors’ duties
  • Club committees & duties
  • Club Assembly
  • Foundation
  • Membership
  • Public Image
  • District committees: RYLA, RLI and etc.
  • Service Projects: Local & International
  • District Visioning Team (formerly Strategic Planning)
  • Club Bylaws and Constitution
  • Discuss the 5930 District website, Club Runner, My Rotary, Club Rotary Club Central and etc.
  • Attend training, conferences, and assemblies.
  • Other club initiatives or questions of interest that the club would like to discuss.
 
** AG takes notes at meetings.
 
For questions contact: 
 2023-24 District Chief of Staff Anna Putegnat Garcia @ annaputegnat@gmail.com or 484.319.1455.