15/09/2024
A meeting was held to discuss on the procedures to be followed for GOV and Installation of our club President Rotarian Mohan Nagpal on the 15th Sep 2024..
Governor's Official Club Visit Protocol/
Checklist
It is Customary for the District Governor to officially visit all the clubs in the District, once in a year. As an officer of the Rotary International in the District he observes the working of the club, both internally and externally, to advise and guide the Club. He has to complete the following minimum programs during the official visit.
➢ While meeting the Club President & Secretary, District Secretary and Assistant Governor & the President Elect must be present in the meeting.
Invitee GOV: During Board Meeting District Governor, District Secretary, Assistant Governor (AG), District Director Zone (DDZ), District Director Administration While conducting club assembly, all the directors, club committee chairmen should be present.
➢ On the occasion of his official visit, DG addresses the Rotarians and the invitees, at a public function. At such meeting, avoid any Guest of honour, Special guest, Keynote speaker etc. except their presence as invitees. The District Governor is the only Chief Guest.
Guidelines requirements for all these programs are as under:-
1. Meeting with the President, Secretary and President Elect for 15 minutes and with Board members and committee chairs for 45 minutes. Meeting with sponsored Rotaract and Interact committees President and Secretary 15 minutes.
2. Club Assembly: 60 minutes to be attended by the Board and Committee Chair of the Club.
The Following should be kept ready
* List of Committees with names of Directors, Chairmen and Members.
* Plans and Objectives of each Avenue of Service and avenue wise budget.
* Achievements - Report on the projects & activities undertaken.
The following records should be kept ready:-
* Goal setting format must be submitted in advance.
* Club Charter
* Club Constitution and Bylaws.
* Copy of Semi-annual report of 1st July, 2021 and the receipt for payment of RI dues.
* Receipt for payment of District dues
* Updated Classification Roster
* Membership List (including Honorary Member) with address and telephone numbers and E-mail address.
* List of the Rotarians on Board of Directors, Club Committees and Sub-Committees
* Club Plans and objectives in all avenues of service
* Club Committee Plan
* Rotary Foundation Contribution Records.
* Accounts for 2020-21
* Budget for 2021-22
* Club Bulletin, Website, Club History, Club Brochure
* Manual of Procedures & RI Official Directory
* Information on Rotaract, Interact & RCC sponsored by your Rotary Club
Address by the District Governor should be the last on the agenda to be followed by only vote of thanks.
There should not be any other guest speaker in official visit of the DG.
Display the Club flag, banner, RI Theme for the year, and The Four-Way Test along with the other banners of the Club.
GENERAL MEETING FOR INSTALLATION OF CLUB:
➢ The following District Committee must be invited as special invitee in General Meeting: -
* Advisors, District Treasurer, DDA, Event Chair, Membership Chair, Public Image Chair
and District Fellowship Chair.
* Welcome of all Special invitee by single Rose bud and reserve seats in front row.
➢ General Meeting: To be attended by Rotary Club Members, families and guests.
➢ Copies of agenda of the meeting to District Governor, District Secretary, and Assistant Governor (At least 7 days before)
➢ General Meeting shall not be more than 60 minutes.
➢ District Governor will be the First Speaker, then DGE, DGN & Assistant Governor (Meeting will start as per time given prior).
➢ Chat / Snacks will not be served on table during the meeting.
