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Receive and welcome visitors. Action : One month prior to the visit
Recognize the presence of the District officers, Assist in convening meetings of Board of Directors
Sister Club Presidents and Secretaries. Extend and Club Assembly to discuss programmes for the
courtesies of Guest speakers. visit.
Provide Rotary Information at Club meetings. Assist in obtaining written reports from Chairman of
each committee and discuss the same in the Board.
Send letters of invitation and appreciation of each
guest speaker. Prepare the Committee Chairman to present the
reports to Assistant Governor during the Club
Plan and keep emergency program in reserve.
Assembly.
Arrange for refreshments for the Guests and VIPs. Encourage all Roatarians to attend Club Assembly
and Governor’s visit
Planning activities and projects through
Committees : At the time of Governor’s visit be ready
-
with :
As Secretary, you have to play a leading role in the
functioning of the Committees.
Attendance Register
Ensure that the Chairman coordinate the work Minutes of the Board meetings.
which they are responsible.
Reports of Directors and Committee Chairman
Encourage Committees to enlist new Rotarians and Roster of filled and unfilled classifications.
those who are not assigned to any Committee.
Updated list of members with classifications.
District Governor’s Official Visit
Important Club records, proofs of payment dues,
District dues, etc.
This most important event for the Club could be
made successful by proper planning. Minuting of the proceedings of Meetings :
Projects, weekly meetings, etc., accompanied with
District Secretariat will inform sufficiently in advance
photographs to the Bulletin editor, for publication
about the Governor’s visit and seek information
in the Club Bulletin. Reports on major project
about the programme fixed for the visit.
with photographs may be sent to the GML Editor,
Rotary News /The Rotarians, for publication. Your
Ensure that the programme is sent for District accomplishments at the end of the Rotary year
Governor’s approval before it is finalized.
will be a reflection of the detailed planning and
preparation that you and your team have put forth.
Ascertain Governor’s programme in advance like to RI Anything that is well begun is half completed.
arrival time and mode, accommodation, onward
journey, whether the First Lady is accompanying, Minute the proceedings of all the Board meetings
etc. and Club Assemblies and obtain the endorsement
of the President. The signatures of the members
Give maximum publicity about the Governor’s visit present at the meeting shall also be obtained in
in your Club and promote 100% attendance with the register. The minutes of various Committee
families. meetings are to be recorded and maintained.
Rotary District 3201 - Presidents & Secretaries Manual 2021 99
