Governor's Official Visits
Information and Guidelines

It is one of the most important event in any calendar year of a Rotary Club. As an official of Rotary International supervising the District, the District Governor :

1. Develops rapport with members and officers of each club;
2. Observe their activities, internally and externally, at a close range;
3. Motivates them to perform service projects and contribute to Rotary Foundation;
4. Create awareness about the priorities of RI and District;
5. Clear their doubts on administrative matters; and
6. Boost the public image of Rotary.

1. Meeting the President and Secretary (usually done along with breakfast). The AG should also be invited.

2. DG addressing the Board Members: (This meeting can be along with lunch). The Presidents have to invite the team for this meeting ie. AG, GPC, RS, RAFC, RRFC and ICO. Important committee chairpersons can be special invitees. This is not the Club Assembly - the Club Assembly will be done by the AG at least one week before the visit.

3. Address a public function, where the whole family of Rotary will be present. Invited guests, dignitaries, office bearers of approved partners in service as well as associating organizations can be present.

After the visit the DG has to send appraisal report about the club whether it is an effective club or not to RI Director and RI Head Quarters as per RI byelaws 15.090(e).

Checklist of items to be made available on G.O.V.:

1. Club Charter;
2. Cub Territory details;
3. Audited Accounts of the previous year;
4. Club Constitutions and amended Bye-laws;
5. Updated Classification Roster;
6. Membership List (including Honorary members) with addresses and telephone numbers;
7. List of Club committees and sub-committees;
8. Proposed cClub budget for the year;
9. Copies of Semi Annual Report and dues sent to Rotary International;
10. List of PHF and PHSM showing remittances made to date and balance payments;
11. Board of directors meeting minutes book;
12. Attendance Register;
13. Plans and Objectives for the year;
14. Report and data of ongoing projects, if any;
15. Manual of procedure and RI Directory;
16. President's Workbook and Secretary's Workbook;
17. Copies of the Club Bulletin;
18. Important files, registers, etc., of the Club.
It is imperative that the President Elect also is present.

1. Agenda of the meeting: Copies with District Governor and Asst. Governor.
2. Address by the District Governor should be last on the agenda, to be followed only by the Vote of Thanks.
3. During Official Club visit, in the public function there should be no other guest speaker.
4. List of important guests and invitees and Honorary members present to be given in advance.
5. Display Club Flag, Club Charter, photograph of our Founder Paul P Harris, Banner, R I Theme for the year and the Four Way Test.
6. Proper protocol and decorum should be maintained and has to be approved by GPC and AG.
7. Total duration should be 1.5 to 2 hours only and time management should be taken care of.
8. The Governor desires an LCD Presentation, if the Club approves and makes arrangements.