District 3810, Philippines THE GOVERNOR’S VISIT Rotary Year

The District Governor is traditionally required by Rotary International to make an official visit to every club in the district preferably during the first 6 months of the Rotary year [Art XII, Section 7 (d) of the R.I. by-laws.] OBJECTIVES OF THE GOVERNORS OFFICIAL VISIT 1.To give counsel to the club; 2.To observe the holding of an effective club assembly aimed at presenting the club's plan of action for the year; 3.To deliver a comprehensive Rotary address or conduct a club forum on Rotary information before the club. THE TRADITIONAL GOVERNOR’S VISIT

The District Governor is visiting the club not so much as an "officer", but as a friend and counselor. The Governor's interaction with the club is held in the spirit friendship and constructive counseling. He gives suggestions on how to further strengthen and improve the club's effectiveness in rendering Rotary service to the community. Although the Governor is visiting as a friend, he is however accorded the welcome and protocol appropriate to his position as the highest ranking officer of Rotary International in the district.

The following steps are suggested in order to assure success of the Governor's Visit to your Rotary club: A. ARRANGE VENUE Arrange the venue to provide the following: 1. A separate room for the Private Conference; 2. Room for the Club Assembly and Regular Meeting may be one and the same; however it should be set up so that latecomers will not disrupt the ongoing proceedings of the club assembly. 3. Provide the necessary audio-visual equipment needed for your presentation such as projector, white board, etc. PREPARING FOR THE GOVERNOR'S VISIT

B. CONFIRM SCHEDULE As soon as possible, confirm the following by communicating to your Assistant Governor and/or the Senior Deputy Governor: 1. Date, time and exact location of venue for the Governor's Visit (if venue is not generally known, please send a sketch so that the Governor’s team will not get lost); 2. For island clubs, please coordinate with the AG and advise arrangements made for the lodging and local transportation of the DG, and his party for the Governor's Visit.

C. CAMPAIGN FOR ATTENDANCE At least 2 weeks prior, emphasize to all your officers, committee chairmen and members the need for a high attendance turnout during the Governor's Visit. It is the desire of the District Governor and his team to interact with all the Rotarians and their spouses. Besides, a high attendance level gives a good first impression about your club.

From July onwards, the DG then will conduct the Governor’s Visit preferably on the same day of induction together with his party, to each club as a follow-up to the Team Visits. The Governor's Visit normally has three parts: A. Private Conference with the club president and secretary B. Club Assembly for a general review of the club plans and objectives C. Regular Meeting where the Governor is the guest speaker; The Club Assembly and Regular Meeting may be combined if the size of the club makes it practical to do so. This system allows the DG to concentrate more on important issues. CONDUCT OF THE GOVERNOR’S VISIT

The Governor's Official Visit has normally three parts: A. Private Conference. A 30 minute private meeting between the District Governor and the Club President; and at the same time the District Secretary/Chief of Staff and the Club Secretary. B. Club Assembly. A 1 1/2 - hour open meeting with the club's officers, directors, and committee chairmen for the purpose of presenting and reviewing the club's plan of action. C. Regular Meeting. A 1 1/2 - hour regular meeting at which the DG is the guest speaker.

PART PARTICIPANTS AM - AGENDA PM - AGENDA 1. Private Club President 10: :00 4:30 - 5:00 Conference 2. Club Assembly All Officers 11: :30 5:00 - 6:30 Directors Committee Chairmen Members (Optional) Meal Break 12:30 - 1:00 6:30 - 7:30 3. Regular Meeting/ All Members 1:00 - 2:00 7:30 - 9:30 Club Induction Spouses (Optional) GENERAL AGENDA OF CLUB VISITATION

A. THE PRIVATE CONFERENCE The Private Conference is limited only to the District Governor and the club President. Optionally, the Club Secretary and/or the President-Elect may be invited. No other officers, directors and members should be present. Welcome the Governor and his party cordially. Spend the first few minutes getting acquainted. Then, settle down and be prepared to answer some questions. The Governor might ask for the following: CONDUCT OF THE GOVERNOR'S VISIT

1. Copies of: i. Club's Updated by-laws ii. Club's Roster of Filled and Unfilled Classifications iii. Club's Latest Membership Roster, with name, nickname, classification, mailing address, telephone number, fax number, spouse's name. 2. The DG might inquire if the Club is up-to-date in: i. Payment of R.I. per capita dues; ii. Payment of Subscription for all members to either The Rotarian or Philippines Rotary Magazine.

3. The DG might ask the Club Secretary if he/she has submitted the club's membership list to R.I. 4. The DG might go over and discuss the Summary of Club Plans and Objectives or aspects thereof. 5. The DG might inquire about the Club's commitments to: i. Achievement of the ‘10 Point Challenge’. ii. Achievement of the Presidential Citation Award. iii. Target contributions to the Rotary Foundation. iv. Membership Growth v. Flagship Project vi. Attendance to the District Conference 2010 and RI Convention.

The purpose of the private conference is also for the club president to consult, the DG about problems in club management. They will do their best to give appropriate advice; but remember, external counseling can solve not all problems. A club may have to use its own discretion in resolving them.

B. THE CLUB ASSEMBLY The principal purpose of the Club Assembly is to discuss your club's Detailed Plans and Objectives for the coming RY, which should be set forth in written form and three (3) bound copies submitted to your AG, SDG & DG. The club president sets up a detailed agenda and calls upon his officers to present their plans. The visiting Team members may ask questions and render their observations.

1. Overview Club President 5 minutes 2. Organization Structure and Club Secretary 5 minutes Membership Data 3. Presentation of Plans Club Service Club Service Director 10 minutes Vocational Service Vocational Service Director 5 minutes Community Service Community Service Director 10 minutes New Generation Service Youth Service Director 5 minutes International Service International Service Director 5 minutes Rotary Foundation Committee Chairman 5 minutes Membership Development Committee Chairman 5 minutes Public RelationsClub PR Chair5 minutes Club's Budget Club Treasurer 5 minutes 5. Summary and Commitment Club President 5 minutes Total Time for Presenters 75 minutes Allowance for Team Questions and Comments 20 minutes Total Time 90 minutes The Club Assembly Agenda need not be as detailed as the above and the time allotted could be shorter. Presentation can be through bullet statements only. CLUB ASSEMBLY AGENDA FOR THE GOVERNOR’S VISIT

C. THE REGULAR MEETING After the club assembly, a 15 minute break follows. Then the meeting is reconvened for the regular meeting at which the District Governor is the guest speaker. No other major speaker or lengthy business matters should be taken up during this session. A suggested agenda for the regular meeting is as follows:

Call to Order1 minute Invocation1 minute National Anthem3 minutes Lunch or Dinner 45 minutes Introduction of Guests and Visiting Rotarian (during lunch or dinner) Club President's Time 10 minutes Introduction of the Guest of Speaker5 minutes Message of the District Governor 10 minutes Open Forum 20 minutes Adjournment Total Time 90 minutes AGENDA FOR REGULAR MEETING

The DG should be introduced by a competent member, preferably a past president or district officer. In some clubs, the Club Treasurer takes the opportunity of the Governor's Visit to hand in the club's payment for the District Fund (P per member) if this has not yet been collected by the District Treasurer or his deputy. With the materials about the Governor's Visit as a guide, all it really takes now is for the club to PREPARE. For any further assistance, please do not hesitate to contact your AG or SDG. *If the Club Assembly is combined with the Regular Meeting, the Agenda for the Club Assembly shall replace this item of the Regular Meeting.