District Team Training Seminar
Roles and Responsibilities of
Assistant Governors
Roles of Assistant Governors
Assistant Governors help: Provide support to your assigned
clubs in your area and Assist the District Governor
Roles of Assistant Governors
Meeting with & assisting club presidents-elect Attending each club assembly Suggesting ways to enhance Rotary development Identifying & encouraging development of future district
leaders Submit Area Advocates names to DGE by DTTS Insure Area Advocates attend DTA (March 31)
Visit clubs at least four times a year
Monitor the progress of each club’s service project
Encourage clubs to follow through on the governor’s requests and recommendations.
Help clubs plan and schedule the governor’s official visit.
Hold regular meetings with club presidents and secretaries to discuss strategies to meet club goals
Identify and support clubs in need of special attention
Recognize outstanding projects and Rotarians
Provide governor updates on club strengths and weaknesses
Represent governor at club assemblies related to the Official Visit
Checklist for Assistant Governors 2012 -2013
1. Before District Conference on March 16-18, 2012:
Set up file folder for each club in your Area
Set up an initial meeting with PE’s
Initial Meeting with PE’s includes:
Deliver a President’s Kit Discuss progress made on the
completion of items found in the PETS letter from Governor (February)
Review the following forms with the Presidents-Elect:
Review Forms with Presidents-Elect
“Planning Guide for Effective Rotary Clubs”
2012-2013 Rotary Foundation Fund Development Club Goal
Rotary International Club Membership Goal
Confirm with each Club the dates for their Club Assemblies
Remind PE’s that their Club’s goals and objectives should be sent to you at least one week prior to their Club Assembly
April 2012
By April 2012 Confirm with each Club President
Elect that he/she is coming to PETS with the items required in the PETS letter/e-mail and offer assistance
PETS will be held April 12–14, 2012 Begin preparation for District
Governor’s Official Visit with PE’s by stating dialogue concerning dates and time for the visit in their Area
By May 15, 2012
Complete form “Memo of Club Visit” after your final visit to the club and submit to the District Governor
By May 31, 2012
Complete all Club Assemblies Secure a copy of each Club’s Goals
and Objectives for 2012-2013 Secure a copy of each Club’s
“Planning Guide for Effective Rotary Club” for 2012-2013
By June 1, 2012
Send the following to Governor-Elect Woody:
Copy of Clubs Goals and Objectives
Copy of Clubs “Planning Guide for Effective Rotary Clubs”
Attend the Installation for District Governor Woody Sadler
June 15, 2012 VMI Marshall Center for Leadership and Ethics Lexington, Virginia
July 1, 2012through June 30, 2013
Governor plans to have conference calls and e-mail updates with the Assistant Governors throughout the year.
Visit each Club in your Area at least once a quarter
Send a brief e-mail to the Governor outlining your visit
Keep track of dates, training opportunities, elections, application deadlines, etc.
Communicate with the presidents by e-mail
Meet with Club Presidents as a group every 60 – 90 days:
Have an agenda for each meeting Get a written report from each President on
status of goals and objectives Send a written report after each meeting to the
District Governor Make time to allow Presidents to bring their:
issues/questions/successes/celebrations/best practices to the meeting
Prepare for District Governor’s Official Visit to your Area. The date
will be determined at PETS: It is important that the Clubs
come prepared with possible dates for the Governor’s visit.
Preparation for Governor’s Visit Includes:
Discuss with Presidents which Club will host
Supervise planning and execution and offer support
Prepare agenda for meeting with Governor/Presidents prior to the general gathering
Governor’s Visit
Determine length of the entire meeting which includes the pre meeting with Governor/Presidents, reception, meal, Governor’s remarks, dessert, etc.
Consider a presentation of a gift in the form of a donation to TRF for the District Governor.
Invite and plan for District Governor’s spouse.
November – December 2012
Remind Presidents that Club Elections must be held before the end of December
Remind Club Secretaries to report election in a timely manner to Rotary International and send a copy to you
Promote District Conference to be held in March 15-17, 2013
November –December 2012
Inquire and discuss with the Presidents the status of the “Presidential Citation” and “Gold Club Achievement Award 2012-2013”
December 2012/January 2013
Work with Presidents - Elect in preparation for 2013-2014
February 2013
Receive, via e-mail, each Club’s “Gold Club Report” using the Excel Spreadsheet Form
March 2013
E-mail to the District Governor each Club’s “Gold Club Report” by:
March 1, 2013 District Team Training Seminar (DTTS) on
March 2013Assistant Governors & District Committees to attend DTTS
Promote and attend the District Conference held:
March 15-17, 2013
April 1, 2013
Send “Presidential Citation” form to District Governor Woody
President-Elect Training Seminar (PETS) in April 2013
May 15, 2013
Send to the District Governor all “Memo of Club Visit” forms for each Club in your Area
Have a Great Year!