Assistant Governor Training LINKING ROTARY CLUBS AND ROTARY DISTRICTS

Bill Dendy PDG District 5810 Bill Dendy is a 5th generation Texan who enjoys travel, fine dining, and deep sea fishing when not working in money management. In 2000, Bill joined the Rotary Club of Dallas, serving on the Club's Board of Directors under each avenue of service. He was the key organizer and a charter member of the District 5810 E- club promoting "Rotary Your Way.“ Within District 5810, Bill served as District Governor 2016-2017, District Treasurer from 2010 to 2012, and was District Rotarian of the Year 2012. rotary5810@gmail.com

Carrie Campbell AG District 5840 An attorney by profession, Carrie Campbell has been a Rotarian since 2003. She joined Rotary because she was invited and stayed because, as a young mother, she wanted to set an example and expectation for her children of community service. Since joining Rotary, she has been Club President 3 years and AG 3 years. She has travelled on Rotary missions to Africa 3 times in the last 12 months. For her, being a Rotarian is all about the relationships. carriec1970@gmail.com

Preview of the Training Agenda AG’s Role and Responsibilities Encouraging Vibrancy Supporting Your Clubs What are your duties to your District Governor and other District leaders, as well as your duties to your Club President and Club leadership? What is the importance of setting goals and the proper procedures for reporting goals? How do you establish and maintain a working relationship with your PE? What are your tools for success?

Preview of the Training Agenda Time Management Troubleshooting Inspiration What are the timeframes for expected duties? How do you avoid problems and address challenges that arise during your term as AG? How do we maintain our positive momentum?

AG’s Role and Responsibilities Know the key relationships and their needs

Duties to your District Governor Help develop district goals Help Coordinate District Governor’s visit Coordinate Keep District Governor informed of clubs’ strengths, weaknesses, and progress Inform Promote the district conference Promote

Duties to District Training Coordinator Participate in the district team training seminar Attend PETS Urge PEs to attend PETS Promote attendance at club training Duties to District Training Coordinator

District Leadership Depending on You Duty to District Governor Elect Duty to District Secretary Identify and develop future leaders Keep updated on clubs’ officers and contact information

District Leadership Depending on You Duty to District Committee Chairs Duty to Other Assistant Governors Support their work by including them as speakers Promote their training opportunities Utilize their resources Share challenges and potential solutions Brief incoming AG for easy transitions

Duties to your Club Presidents Help develop goals Help Teach them Club Central so goals can be entered and data used to promote the club Teach Inform them of training opportunities Inform Inspire leadership and make them look good Inspire

Duties to your Club Presidents Troubleshoot to prevent and resolve challenges Troubleshoot Show up to meetings and events Attend Share resources and answer questions Share Prepare them for the District Governor’s visit Prepare

Club Leadership Depending on You Duty to Club Secretary Duty to Club Treasurer Make sure all necessary information is provided to RI and District on My Rotary Teach Club Central for continuity Inform of training opportunities Make sure district and RI dues are paid timely Make sure federal tax form filed Inform of training opportunities

Club Leadership Depending on You Duty to Club Foundation Chair Duty to Club Speaker Coordinator Confirm a firm understanding of Rotary Foundation structure and goals Inform of training opportunities Share name and contacts of good speakers Inspire other ideas – service work, club focus, meetings on the move Promote inclusion of district leadership

Encouraging Vibrancy Importance of Goals

Why are goals important?

Goals Provide structure for an action plan Create accountability Allow for continuity Goals

How do we guide our clubs in setting goals?

1 2 3 Use past years as a starting point Determine if club commitment to past projects remains strong 3 Survey membership for improvement

4 5 6 Encourage openness and consideration of change Evaluate goals against available human and financial resources 6 Re-evaluate goals as the year progresses

Why are entering goals on Club Central important?

Measurement of progress Continuity Measurement of progress Press & Marketing opportunities Emphasizes impact on the community Demonstrates commitment

How do we enter goals on Club Central?

Sign into My Rotary at my.rotary.org At the bottom of “My Club Snapshot” section on left side is Rotary Club Central View Club Goals > Open “All Clubs” on dashboard and select the club you represent (as of June 1)

Select “Goal Center” in far left column Press “Edit” for a goal setting section “Select Goal” on far right or you cannot enter data Press “Save” back at top next to “Cancel” before you leave the page for next goal setting section

DON’T FORGET TO UPDATE CLUB CENTRAL WITH THE CLUB’S PROGRESS

How do we rank our clubs on Club Central?

Sign into My Rotary at my.rotary.org At the bottom of “My Club Snapshot” section on left side is Rotary Club Central View Club Goals > Open “All Clubs” on dashboard and select the club you represent (as of June 1)

Select “Club Ratings” in far left column Press star ranking that corresponds to your evaluation of the club’s strength per the chart Select “Comments” on far right to input your evaluation for the District Governor’s review Highlight, copy and paste your “Comment” to an email to your District AG Coordinator (and District Governor) quarterly to keep them in the loop

Supporting Your Clubs Establishing a Working Relationship

Getting and staying connected with your PE Introductions Be Available Access Needs Start early to help incoming club leadership be prepared. Use PETS to get to know your PEs. Calendar regular contact by email and/or telephone Attend meetings – start now Participate in the club’s service and fundraising projects whenever possible Ask questions Tailor your support to each club and its leadership Interview current AG

Demonstrate your investment in their success Don’t wait until asked because they may not know to ask Don’t overwhelm PEs – space out reminders and share information with the appropriate leaders TIPS FOR SUCCESS

TOOLS FOR SUCCESS – Create a Resource Notebook Overview Rotary 101 AG Manual Rotary International RI Theme RI President Presidential Citation Resource Guide RI Contact for Questions Acronyms and Abbreviations Rotary Foundation How to do Club Recognition Summary Reasons to Donate and Ways to Motivate Understanding Recognition Points Reference Guide Rotary District DG Bio District Budget District Leadership AG Listing Rotary Leadership Institute Grants Criteria for Eligibility Requirements Forms How to Navigate the Grant Center How to File a Grant Report Installations & Presentations Club President Installation Club Officers Installation New Members Installation Paul Harris Fellow Installation Major Donor Recognition End Polio Now Personal Powerpoints (on Flashdrive)

TOOLS FOR SUCCESS – Create a Resource Notebook AG Duties Training Notes Expenses Setting Goals on Club Central Information to Share with Club Presidents During Year Helpful Ideas Recommended Speakers Ideas for Meetings on the Move Service Projects for a Meeting Records for each Club Copies of emails Copies of club newsletters Notes from visits Officers and Board members

Timeframes Be prepared

Before your year as AG “officially” begins February and March Attend PETS and District Training Find out your District Governor’s goals Meet with your PEs Get your tool box of resources ready Before your year as AG “officially” begins

Before your year as AG “officially” begins April through June Encourage your clubs’ incoming leadership to get training Meet with outgoing AG to get a status report Schedule visits with your clubs based on PE’s preferences Help your PE enter goals on Club Central Review your club’s calendars and website Ask specific questions Get all the dates on your calendar Before your year as AG “officially” begins

Once your year as AG actually begins…. July and August Begin club visits and record/report on Club Central with “comments” and copy your DG Plan for DG visit Promote Rotary Youth Exchange Submit applications for grants

Once your year as AG actually begins…. December Remind club leaders that membership lists need to be updated by January 1 for calculation of dues – My Rotary January Report incoming officers on My Rotary by February 1 PE to register for PETS February Promote district conference

Once your year as AG actually begins…. May Add final club rating and comments by May 15 Attend district conference Get club to update goals on Club Central June Remind club leaders that membership lists need to be updated by July 1 for calculation of dues – My Rotary

Troubleshooting Avoiding problems and addressing challenges

Avoid some problems by being prepared Clubs Requiring Special Attention Visit more frequently Increase communication Set up mentorship Contact district leadership for additional support Brainstorm with other AGs Make sure that your club leadership knows and meets the minimum standards for Rotary clubs to avoid sanctions – listed in AG Manual

Addressing Challenges PE not at PETS Won’t enter goals on Club Central Technology issues – website and Club Runner Non-payment of dues No PE identified PE with a personal agenda Decreasing membership Decreasing attendance ?

Inspiration How to maintain the momentum from PETS