roles & responsibilities of assistant governor

TITLERole & Responsibilies of Assistant Governors

PDG Ahmed A. SaadaARRFC – Zone 20BHome 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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• Responsibilities

• Key Messages

• Resources

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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 Club Goals

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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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Rotary Club Central

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Club Goals

Planning Guide for Effective Rotary Clubs

Rotary Club Central

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Rotary Club Central

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Rotary Club Central

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Rotary Club Central

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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

CommunityService

InternationalService

Club Board

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New Standing Committees

Club Board

Club Administration

Club Public Relations Membership Service

ProjectsThe RotaryFoundation

District support to the Club Leadership Plan

Assistant Governors

Public Relations

Committee

MembershipDevelopmentCommittee

DistrictPrograms

Committees

The RotaryFoundation Committee

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New Standing Committees

Club Administration

Club Public Relations Membership Service

ProjectsThe RotaryFoundation

• 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

ImplementSuccessful

ServiceProjects

Support The RotaryFoundation

Develop Leaders

Beyond the Club Level

Five Avenues of ServiceClub 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 RequirementsWithin 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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Rotary Marks

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Rotary Marks

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Rotary Marks

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Branding / Visual Identity

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Branding / Visual Identity

• Masterbrand

• Mark of Excellence

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Branding / Visual Identity

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Branding / Visual Identity

Rota

ry C

alen

dar

JULAUGSEPOCTNOVDECJANFEBMARAPRMAYJUN

MembershipNew GenerationsVocationalTRF & Interact WeekFamilyAwarenessWorld UnderstandingLiteracy Month + Rotaract Week

MagazineDistrict ConferenceFellowships Month

New

Rot

ary

Cale

ndar

JULAUGSEPOCTNOVDECJANFEBMARAPRMAYJUN

Membership & New Club Dev.

Basic Education & LiteracyEconomic & Community Dev.TRF & Interact WeekDisease Prevention & Treatment

Vocational ServicePeace & Conflict ResolutionWater & Sanitation + Rotaract W. Maternal & Child HealthYouth ServiceRotary 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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Your Year in Office:

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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Your Year in Office:

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

June

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Concluding the Year

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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

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Rotary Resources

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Rotary Resources

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Rotary 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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Rotary Creativity

A. SaadaAhmed Saada