District Governor's Official Visit
Posted by District Trainer on Jul 02, 2015
Here are some best practices of clubs in our district regarding how to prepare for the District Governor's Official Visit.
This meeting is the most important meeting of the year for a Rotary club. Our district (7790) is large and stretches from Rangeley south to the city of Lewiston, Maine, east to Rockland, along the Atlantic coast to Bar Harbor, northwest to Old Town, then skips into the Province of Quebec, Canada and includes the cities of Trois Rivières, Québec and Sept-Iles including the Lac St-Jean area and the south shore of the St-Lawrence River up to Matane.
Both the RI president and the District Governor positions change annually. In our District, DG’s alternate between US and CA. The hierarchy of Rotary is there to assist clubs to be the most effective they can be in order to fulfill the object of Rotary. This in turn makes us more effective in our community and in our world.
While the DG is here, they will meet with your board of directors and learn what your club is all about and what your club is doing. Then, they will be the program at your meeting and will give a speech about their goals and the goals of the RI president. Do try to make it a very special meeting to show your respect for them and their willingness to fulfill this difficult position.
You should know:
- District Governor for 2016-2017 is Jean-Louis Joly of Quebec. RI President is John F. Germ, a member of the Rotary Club of Chattanooga,Tennessee, USA.
- Our District has a membership of nearly 1,800 members and 52 clubs spread out over a vast territory covering the East part of the Province of Quebec and Central Maine.
The purpose of the District Governor’s visit:
- To educate and support clubs in important Rotary issues and promoting the goals of the RI President.
- They can and will provide attention to weak or struggling clubs.
- Motivate Rotarians to participate in service activities.
- Ensure that the constitution and bylaws of the clubs comply with the constitutional documents.
- Learn about your club goals, their communities and to lend any assistance.
- This is an opportunity for them to hear from clubs about how the district can better support them.
- Coordinate with your AG for the DG’s visit. Stay in touch with your AG. Your AG is your liaison.
- It is customary to greet the DG with a standing ovation upon introduction and after their speech.
- Dress is NOT casual.
- If you have a Paul Harris, please wear it!
- Don’t forget your Rotary pin(s)!
- It is customary to have a gift for the DG and spouse/traveling companion, usually from a local business. Usually it is presented at the end of the club meeting.
- Do not have a speaker or program. Your DG visit is the meeting.
- All officers and directors attend.
- Each officer and director prepares a written paragraph explaining what he or she will be doing during their term to support the club president and present them to the DG. Bring 15 copies.
- You may choose to induct a new member, present a Paul Harris Fellow, and give recognition via citations/awards during the DG visit.
- If time allows, perhaps you may coordinate a “social” with your Area clubs.
- Spouses are highly encouraged to attend. We love to have them involved in our club, and this will give them a great picture of what we are all about and what our focus will be for the year.
- Hors d’oeuvres for the cocktail time before the meeting. Review the menu with your caterer/meeting site. Check with your AG for special dietary restrictions.
- Arrange for flowers for the tables. Fill vases with flowers from Rotarian gardens. Tie with blue or yellow ribbon. Ask for yellow or navy napkins and extra napkins to put in center of each table.
Day of Arrival:
- Be sure to allow them time to get to their hotel and prepare/freshen up if necessary. Coordinate timing with AG. Be conscious of their traveling schedule.
- Place a fruit basket and bottled water for room if they are staying.
- If time allows, tour the past/current Rotary projects your club is involved in, usually before the board meeting.
- Entertain the spouse or traveling companion that the DG arrives with (if they choose not to accompany the tour).