Roles & responsibilities of Assistant Governor

TITLERole & Responsibilies of Assistant Governors
PDG Ahmed A. Saada
ARRFC – Zone 20B
Home Club: RC Alexandria
DTTS – Alexandria, 23-25 Feb, 2017

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Learning Objectives
Define the role & responsibilities of Assistant
Governors.
Identify key relationship at the Club and District
levels.
Apply the elements of an effective club.
Discuss the role Assistant Governors play in
promoting club effectiveness.

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Training Cycle
GETS
International Assembly
D T T S
PETS
District Training Assembly

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District Leadership Team
District Governor
PDGs - DGE - DGN
AG Coordinators
Assistant Governors
District Secretary
District Treasurer
District Committee Chairpersons
District Trainers

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What is my Role as an Assistant Governor?

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What is my Role as an Assistant Governor?
Your primary role as an AG is to
help your assigned Rotary Clubs
become more effective by
assisting the District Governor
with their administration.

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What are the Responsibilities of Assistant Governors?

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Responsibilities of Assistant Governors
Provide support & guidance to clubs.
Help PE to develop goals, enter them into Rotary
Club Center and achieve those goals.
Serve as a resource for your assigned clubs.
Share info from DG to clubs.
Monitor clubs’ progress & report strengths and
weaknesses.
Participate in the DTTS.
Attend PETS and District Training Assembly.

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Responsibilities of Assistant Governors
Educate club leaders about Dist. & RI resources.
Identify & develop future leaders.
Check in regularly with clubs.
Attend club assemblies & other events as invited.
Coordinate the DG’s official visit with clubs.
Brief the IAGs with the status of clubs:
Challenges and successes.
Strengths and weaknesses.
Promote attendance at the District Conference &
other District meetings/seminars.

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Setting Effective Goals
• Shared
• Measurable
• Challenging
• Achievable
• Time specific

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Long Range Goals Should:
– Cover the next three to five Rotary years.
– Address the elements of an effective club and
each Avenue of service to pursue the Object of
Rotary.
– Include action steps for achieving them (= time
plan).

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Club Goals
Planning Guide for Effective Rotary Clubs
Rotary Club Central

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Whom do we work with?
Regional Leaders District Leaders Club Leaders
Rotary Coordinator DG Club Presidents
Regional TRF Coordinator PDGs Hon. Secretaries
RPIC DGE Club Committees
CDS DGN Club Trainer(s)
District Committee Chairs
District Trainer(s)

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How to work with your assigned clubs?
An encouraging and supportive approach
rather than an authoritative approach.
Communication with all levels of Rotarians is
essential.

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Ensure that Club Leaders receive info:
RI and District websites
DG monthly letter
District meetings
District Conference
District Assembly
PETS
TRF Seminar
Membership Seminar
Visits to clubs

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Club Leadership Plan
The purpose of the Club Leadership Plan is to
strengthen Rotary at the club level by providing
the administrative framework of an effective
club.

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Old Standing Committees
Club
Service
Vocational
Service
Community
Service
International
Service
Club Board

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New Standing Committees
Club Board
Club
Administration
Club Public
Relations
Membership
Service
Projects
The Rotary
Foundation
District support to the Club Leadership Plan
Assistant
Governors
Public
Relations
Committee
Membership
Development
Committee
District
Programs
Committees
The Rotary
Foundation
Committee

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New Standing Committees
Club
Administration
Club Public
Relations
Membership
Service
Projects
The Rotary
Foundation
•Attendance
•Bulletin
•Fellowship
•Program
•Website
•Archives
•Sergeant-at-
Arms
•Media
relations
• Advertising
& Marketing
•Web &
Social Media
Strategy
•External
relations
•Recruitment
•Retention
•Orientation
& education
•Diversity
•Mentoring
•Alumni
•Vocational
•Community
•International
•Young Leaders
•Fundraising
for club
projects
•Polio
•Grants
•Stewardship
•Scholarships
• Rotary Peace
Centers
•VTT

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Avenues of Service
Club Service
Vocational Service
Community Service
International Service
Youth Service

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Requirements of an Effective Club
EFFECTIVE CLUB
Sustain
and
Increase
Membership
Implement
Successful
Service
Projects
Support
The Rotary
Foundation
Develop
Leaders
Beyond the
Club Level
Five Avenues of Service
Club Leadership Plan

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Clubs Requiring Special Attention

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Minimum Standards for Rotary Clubs
Meets regularly.
Implements service projects that address the
needs of local or International communities.
Accepts the visits of the DG, AG & any RI officers.
Pays per capita dues to RI as well as District dues.
Subscribes to at least one Rotary magazine.
Acts in a manner consistent with RI Constitution,
Bylaws and Rotary Code of Policies.

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Minimum Standards for Rotary Clubs
Provides accurate membership lists to RI.
Resolves club disputes amicably.
Maintains cooperative relations with the District.
Cooperates with RI and TRF.
Follows and completes the election process
established in the RI Bylaws.

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Unpaid per capita dues

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Consequences of non-payment of dues:
Four months after July 1st and Jan 1st (clubs with
unpaid dues of USD 250): ---------- Termination
Reinstatement Requirements
Within 150 days of termination:
• Pay all outstanding financial obligations.
• Pay a US $30 per member reinstatement fee.
• After that time, the club termination is permanent, and the club loses
its name, history and charter.

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Governor’s Official Visit

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During the official visit, the DG should:
Recognize outstanding club projects and the
work of individual Rotarians.
Discuss pressing matters with club members.
Motivate club members to participate in club
and district activities and service projects.
Highlight important Rotary initiatives.
Conveys a message and vision of RI President.
Discusses the progress of achieved goals.
Promotes attendance at RI Convention.

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Scheduling & preparing for DG’s official visit:
Arrange to coincide with an important club
event:
(charter night, induction of new members, award presentation,
recognition of TRF contributors).
Schedule visits to new or struggling clubs early in
the Rotary year.
Ensure that all logistical arrangements are in
place for the Governor and his/her spouse.
Promote the DG’s visit and prepare an interesting
agenda.

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If you fail to plan,
you plan to fail ! ! !

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Don’t forget the 5-Ps Rule:
Prior
Preparations
Prevent Poor
Performance

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Purpose of the District
“The activities and organization of a Rotary
District shall exist solely to help the individual
Rotary club advance the Object of Rotary.”
Manual of Procedure

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Branding / Visual Identity

RotaryCalendar
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
Membership
New Generations
Vocational
TRF & Interact Week
Family
Awareness
World Understanding
Literacy Month + Rotaract Week
Magazine
District Conference
Fellowships Month

NewRotaryCalendar
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
Membership & New Club Dev.
Basic Education & Literacy
Economic & Community Dev.
TRF & Interact Week
Disease Prevention & Treatment
Vocational Service
Peace & Conflict Resolution
Water & Sanitation + Rotaract W.
Maternal & Child Health
Youth Service
Rotary Fellowships

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Conclusion
Suggested Timeline for AG

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Preparation - Before Taking Office:
Begin studying the AG Manual (Lead Your District).
Create a “My Rotary Account”.
Attend the District Team Training Seminar (DTTS).
Discuss the District Goals with the DGE.
Confer with the PE of your assigned clubs at PETS.
Assist the IP in setting club goals, using the
“Rotary Club Central”
February – March

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Preparation - Before Taking Office:
Meet with the club leadership teams at District
Training Assembly.
Meet with the outgoing AG to discuss what you
can expect.
Schedule visits to your assigned clubs for the year.
Review clubs’ goals in “Rotary Club Central”.
April – May – June

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Your Year in Office:
Begin your club visits.
Help Club Leaders plan for the DG’s visit.
July – August
Remind club leaders that membership lists and
club invoices are due to RI on January 1st.
December

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Remind club leaders to report incoming club
officers on “My Rotary” by February 1st.
January
Add club ratings and comments in the “Rate Clubs”
section of “Rotary Club Central” by May 15th.
Meet with the incoming Assistant Governor.
May

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Remind club leaders that semiannual dues and
updated membership lists are due to RI on July 1st.
June

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Concluding your year in office as AG:
Acknowledge and celebrate clubs’
accomplishments.
Ensure that clubs recognize what they do well
and continue to use those strengths.
Suggest areas that need more attention in the
next year.
Review club goals and discuss clubs’ progress
toward achieving them.
Share your final evaluation with clubs so that
they can reflect on the year.

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Identifying and Using Resources

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Rotary Resources
• RI President’s Monthly Letter
• TRF Chair’s Monthly Letter
• DG’s Monthly Letter
• RI Website: www.rotary.org
• District Website: www.rotaryd2451.org
• RLI: www.rotaryleadershipinstitute.org
• Social Media

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Social Media and Networks

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