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Rotary
International
District 3820, Philippines
Michael E. Lirio
District Governor, RY 2004-05
November 15, 2003
As we start preparing for our year of service, I
have prepared some helpful hints that will guide you in the preparation, as well
as the actual execution of your elected position.
As the leader of your club, you have the unique
opportunity and responsibility to guide your club towards achieving the Object
of Rotary by ensuring that your club operates effectively.
Considering the fact that our year of service is a
very special year for the entire Rotary world, I would like all of you to have
not only a fruitful year but also an enjoyable one. Remember, you have to truly
enjoy Rotary to really love it!
I would appreciate it if you carefully read the
guidelines and tips in the succeeding pages and implement them before and during
your year of service. The same will be discussed during the Pre-PETS and
by your Assistant Governor (AG) in his/her first visit to your club in the last
quarter of Rotary Year 2003-04.
Please do not hesitate to call me, or your AG, if
you have any questions. Thank you and good luck in your preparations.
Yours in Rotary Service,
DGE Mike
Our Guide
towards a successful year of
Service
1.
Make sure that your incumbent
President and Secretary report to Rotary International (RI) your data as
President-Elect (PE) and that of your Secretary-Elect (SE) on or before December
31, 2003. Let us not wait for the deadline. As early as today, RI accepts
submission of incoming presidents and secretaries through the business portal
www.rotary.org.
2.
To ensure a smooth turnover and
monitoring, the District Governor Elect (DGE) requests you to ask the incumbent
secretary to furnish you a copy of your club’s July 2003 and January 2004 SAR.
It should include the Official Receipt of Payment by the Philippine Consulting
Office or the authorized bank. Please send me a copy.
3. Your Incoming Assistant Governor (AG) __________________ of RC ____________ will visit your club during the last quarter of RY 2003-04 to confer with you and help you in your preparation for your year of service.
4.
The AG will prepare a Memo on Club
Visit and will make a confidential memo to the District Governor (DG) on the
status of your club. Please ask the incumbent president to help and support you
and the incoming AG.
5. The DGE will host a Pre-PETS on January 10, 2004. All PEs together with their spouses are cordially invited to attend. It will be held at Governor Modesto Castillo Cultural Center in Tanauan City. Registration will start at 9:00 AM. We encourage you to come early.
6.
ALL PE and SE ARE REQUIRED TO
ATTEND THE PETS/SETS ‘04 ON MARCH 20-21, 2004
at Dalampasigan Resort, Sariaya, Quezon. Host club is Rotary Club of Lipa South,
Chaired by Incumbent AG Eugene Morales. This is the best time for you to be
trained and to prepare for your year of service. Exit VISAS together with
your Certificate of Participation shall be PERSONALLY ISSUED TO YOU BY
DISTRICT SECRETARY(DS) for Administration Art Laurena after adjournment on March
21. This will ensure full participation at the PETS/SETS. AG Eugene Morales
will get in touch with you as to the details of this activity. The host club is
now accepting pre-registration fees at a discounted rate.
7.
For those presidents who will miss
this COMPULSORY TRAINING, he or she will be required to attend
other districts’ PETS; or a special PETS could be conducted by the AG in the
office of the DGE or office of the AG with cost of transportation and other
essential expenses of the AG during the special PETS to be borne out and paid
for by the participants.
8.
The DGE will have a special forum
for ALL PEs during the PETS. This is the best time for the PEs to inquire/ask
questions to the DGE about their concerns. ALL AGs will be requested to attend
the forum.
9. The District Assembly ‘04 will be held on April 24-25, 2004 at the Development Academy of the Philippines in Tagaytay City. It will be hosted by the Rotary Club of Sta. Rosa South. District Chairman is CP Rey Añonuevo. This is a COMPULSORY activity for all Incoming Club Officers. Again, EXIT VISAS together with your Certificate of Participation shall be PERSONALLY ISSUED TO YOU BY DISTRICT SECRETARY(DS) for Administration Art Laurena after the adjournment on April 25. We will also conduct the TRF Academy simultaneous with the DISTASS. We expect all club TRF chairmen to attend. Watch out for CP Rey’s communications. The host club is now accepting pre-registration fees at a discounted rate.
10. The EXIT Visas are to be attached on the RY 2004-05 DISTRICT GOVERNOR’S AWARD KIT (RY 2004-05 Activity monitor form), which will be submitted, as proof of participation, at the end of the year during the yearend review. This is one of the required supporting documents for a club to qualify for the yearend awards.
11. ALL owners of unclaimed Exit visas are to be considered as absent in the PETS/SETS and DISTASS and shall be required to have make-ups. The unclaimed Exit Visas are to be forwarded to the incoming AGs for proper action and disposition.
12. The DGE is encouraging all PEs to attend the District Year End Review and DITAC for RY 2003-04. The main purpose is for you to have an idea of our year of service and for you to prepare well. Attendance will be checked and will be credited as attendance to a district affair for RY 2004-05.
13. All clubs are encouraged to have a Club Assembly immediately after the DISTASS. It will be the best time for you to echo to your club members what you learned during the PETS/SETS and DISTASS. It is also the best time for you to announce to the general membership your plans and programs for your year of service.
14. The DGE will host a DGE breakfast during the Legaspi District Conference on Saturday, March 6, 2004. This is by invitation only. PEs, and Incoming District Officers are invited to attend the breakfast. Please confirm your participation with PP Evelyn Laurena of RC Metro Tanauan (0917 4866547).
15. Please submit to your AG the Planning Guide for your Year of Service during the months of April-June 2004.
16. For better time management, the DGE has prepared a schedule of his visits during the months of July to September 2004. Please refer to Incoming DS for Operations PP Pol Hernandez for your schedule.
17. The DGE fully encourages joint inductions. This will save lots of time and money. This will also give more time for clubs to concentrate on the Governor’s Visit. He has patterned the inductions based on the clubs who held joint inductions this RY 2003-04. All other clubs are encouraged to talk with other clubs for bigger joint inductions. Group level clubs are encouraged to have joint inductions (i.e. Area 2, Group 5 clubs – Tanauan, Metro Tanauan, Malvar, and Sto. Tomas – will have one induction).
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On the Governor’s
Visit
The purpose of the governor’s official visit is to
focus attention on important Rotary issues, to motivate Rotarian participation,
to provide individual attention to special attention clubs, and to recognize
outstanding Rotarians. I suggest the following:
1.
Ensure that the PE and SE
(Presidents and Secretaries for RY 2005-06) join in the initial meeting with the
DG. That meeting will precede the presentation of Plans and Objectives. A Club
Assembly (all members are needed) will follow, with the DG delivering a short
message, summarizing, among others, what transpired during the Governor’s Visit.
10:45 AM
Reporting of Club Officers/ Plans and Completed Projects
12:00 NN Lunch and Club
Assembly
12:30 PM Short Talk of
District Governor
01:00 PM Other
Matters/Concerns
02:00 PM Adjournment
02:00 PM Rest
06:00 PM Induction
6. If the visit does not
coincide with the induction night, meaning, the DG will have no scheduled
induction for the day, he will devote longer time for the club assembly and open
forums.
7.
If the Governor’s Visit is done in
the month of August 2004, the DG expects to receive reports of your completed
projects for July 2004. The same is true if the visit is conducted in the month
of September (the DG expects a report on the completed projects for July and
August).
8.
In NO WAY should the
Governor’s Visit be postponed simply because the visit coincides with the
Induction night and members have not prepared well for the visit. The visit
should be the centerpiece event of the day, with the induction as a mere icing
on the cake.
9.
Aside from club visitations, the DG
is required by RI to prepare and submit, on a monthly basis, voluminous
paperwork and reports. For Clubs who want the DG to be present in project
launches and presentations, please give the schedule to DS Pol Hernandez during
the Governor’s Visit or at least one (1) month in advance. We are very good and
responsible professionals and businessmen; so it is upon us to plan ahead for
our projects. Deputy District Governors and/or Coordinating Chair for Community
projects are able representatives of the DG.
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On New Members:
Please remember that our
members comprise the lifeline of our club. Without them, we will not be able to
have a successful year of service.
1.
The reason why the DG attended Club
Inductions during his time as DGE is for him to monitor new members inducted
during RY 2003-04. The DG expects that these new members are retained for RY
04-05 and are actively participating in club activities. That is on top of the
required new members to be inducted during RY 2004-05.
2.
All Clubs with less than 30 members
are encouraged to recruit to make their total membership a minimum of 30.
3.
All Clubs are requested to have a
special Rotary Information and Orientation seminar to all New and Sophomore
Rotarians in one of your club meetings. A regular meeting devoted for this is
encouraged. This should be conducted by a PP or a knowledgeable Rotarian in the
club, or in the District. A detailed report on this is required from you.
Clubs can invite our District Rotary Information Chairman/AG/TRF Chairman
(please see #1 below on Other Matters and Concerns).
4.
All PEs are required to submit their
targeted number of new members for RY 2004-05 to their AG during his first visit
during the last quarter of RY 03-04.
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During your year of Service:
Congratulations! You are now the president of the
world’s first service organization. This is the first day of your new life! I
suggest that you do the following:
1.
First and foremost, please make sure
that the club pays its obligation with RI before plans for a grand club
induction night is planned. We will not encourage clubs to plan for their
inductions if said club is in arrears with RI. The deadline of payment for
the 1st semester is July 31, 2004 and January 31, 2005 for the 2nd
semester. The office of the DG can help you facilitate payment to RI.
2.
Please take note of the Provision of
the recent October 30 Board Resolution of Rotary International which will take
effect on July 1, 2004.
E-9. Revision of Procedures
for Collection of Club Past Due Financial Obligations
Effective 1 July 2004, The
Board amends its policy regarding the collection cycle for club financial
obligations to RI. The new collection cycle will:
a.
shorten the collection cycle for
club financial obligations(a 90-say reminder, then termination of the club after
180 days from the due date- 1 July 0r 1 January)
b.
eliminate the intermediate
suspension of services to clubs in arrears
c.
require a reinstatement fee of
US$10.00 per member for terminated clubs
d.
require a club being reorganized
after 270 days to pay a charter fee as a newly admitted club
3.
Please expect your AG to visit your
club a minimum of one (1) visit per quarter (minimum total of five (5) visits
for the whole year). The AG is encouraged to visit “Special Attention clubs”
more often. Please call the attention of the DG when the AG does not visit
you.
4.
The following are some important
dates and data during your year of service. The DG hopes that you have projects
that pertain to the thrusts of each of the following months:
a.
July
is Literacy month
b.
August
is Membership and Extension month
c.
September
is New Generations month
d.
October
is Vocational Service month
e.
November
is The Rotary Foundation month
f.
January
is Rotary Awareness month
g.
February
is World Understanding month
h.
April
is Magazine month
5.
The district will list down all
district activities in the Directory. Please take note of the dates of these
activities and reserve the day for the said activity.
6.
The President and Secretary,
together with the concerned Club Chairperson, are expected to attend ALL
district affairs and activities.
a.
The Club Service chairperson
together with his/her sub committees and ALL the new members are expected to
attend the Membership Development and Club Service Seminar.
b.
The TRF and International Service
Chairperson together with their respective sub committees are expected to attend
the TRF/International Service Seminar.
c.
The Youth Service Chair, together
with all his respective sub committees, are expected to attend the RYLA and
Youth Service Seminars.
d.
The Vocational and Community Service
Chairmen together with all his/her respective sub committees are expected to
attend the RCC/Vocational and Community Service Seminar.
7.
ALL Clubs are enjoined to
participate in ALL district activities, big and small.
8.
Aside from compulsory training
seminars, the DG has lined up several fellowship activities for the year (i.e.
District Sports fest, DISCON). All clubs are required to participate in these
fellowship activities.
9.
Joint club meetings/fellowships
among neighboring clubs are fully encouraged. However, the DG strongly suggests
that he is properly informed before any joint meetings/fellowships are planned.
The joint meeting should not in any way be in conflict with any district affair
and the DG is fully briefed on the aims and topics of said meeting.
10.
District Officers are on hand to
help the clubs with their respective concerns. They are fully briefed on their
respective duties and are fully equipped with the knowledge and materials with
respect to their committees. The DG is requesting clubs to course their concerns
with the respective district officers first (i.e. Concerns on YEP to CP Tom
Clemeno, Rotary Information to IPP Vincent Eleazar, etc.) before the DG.
11.
All clubs are required to submit a
MID-YEAR REPORT. Due on January 15, 2005 to your respective AGs. Copy furnished
PP Linda Coniconde of RC Bay (Chairman for Awards) and the office of the DG.
12.
This early, we are requesting the
clubs to plan for the District Conference in Baguio City on March 4, 5
& 6, 2005. CAP-JOHN HAY is the venue. With the Manor as the official hotel.
You may wish to stay in other hotels or houses. DISCON Chairman Tato Dimayuga
can help you source one. This will be the culmination and celebration of our
success and Rotary’s Centennial year.
13.
One of the most important parts of
the DISCON is the Business meeting. ALL CLUB PRESIDENTS or the club’s duly
authorized representatives are REQUIRED to attend the business meeting. All
Presidents and/or duly authorized representative will need to sign in their
attendance on the business meeting.
14.
ALL Clubs are encouraged to have
joint or individual Centennial Projects. Early schedules are requested so that
the DG can visit and attend as many projects as possible. If there is any
conflict, the DG will request the DGE and the IPDG to represent him.
15.
We encourage ALL Rotarians to
attend the 96th International Convention in Chicago on June 19-22, 2005.
This is a good opportunity for all Rotarians to see and witness Rotary’s
culminating celebration of the Centennial year. To help facilitate processing of
USA visas, the following will be required from Rotarians (who still have to
secure US visas) wanting to have a certification from the DG for US Embassy
purposes:
a.
Receipt and certification from RI
that the Rotarian has pre-registered for the convention. RI usually sends
Letters of Invitation for pre-registered Rotarians. The DG suggests that you
pre-register on or before December 31, 2004 for you to get the invitation in
time for the interview.
b.
Only duly registered members and
spouses are to be certified by the DG. If the Rotarian and spouse would want to
bring their children, they will also have to be registered for RI requires all
attendees to be duly registered.
c.
A certification from the president
of the club that the visa applicant is a member in good standing of the
particular club. A copy of the SAR should be submitted.
d.
The DG cannot guarantee that the
above will assure issuance of visas by the US Embassy; but it will surely help.
The applicant will still have to substantiate with the consul his proposed
travel.
16.
Please take note that since the 1999
Singapore International convention, RI has implemented a NO ID, NO ENTRY
policy. All Rotarians, guests, visitors are required to register before they can
gain access to the convention hall and the House of Friendship.
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Other Matters and Concerns:
1.
As you all know, the DG will be
sending you Governor’s Monthly Letters (GML). The GMLs, however, will come to
you almost a month late. The DG strongly suggests that all Presidents and
Secretaries be active in our egroup. Kindly enroll email addresses with our DICO,
IPP Ton Bugaoan. Please open your emails often for you to be updated on what is
happening in our district.
2.
The district encourages all clubs to
invite the District officers (i.e. District Coordinating Chairpersons, AGs, TRF
Chairman, etc.). However, if clubs invite officers, past officers of the
district and RI, or other Rotarians to come for other visits or events, the
individual club is expected to pay their expenses (Rotary Code of Policies
8.030.).
3.
The DG would like all clubs to take
note of the provision of the Manual of Procedures on Circularizing Rotary Clubs:
The limits of authorized
circularization of Rotary clubs, as prescribed by convention action, are as
follows:
a.
a member club desiring to request the cooperation of other clubs in connection
with any matter whatsoever, shall first submit its purpose and plans to, and
secure the approval of, the respective governor or governors;
b.
no member club shall solicit
financial aid from any other club or from individual Rotarians other than its
own members unless and until it first secures an authorization from the RI
Board. (80-102)
4. We all know that swapping
and/or selling of tickets or solicitations between clubs will only have a
negative effect in the financial coffers of any club. The DG is discouraging
solicitations amongst clubs. If a club within the district has a fund raising
project, said clubs is discouraged to sell tickets to the clubs within the
district. Any solicitations of any club, shall be on a personal basis and should
be personally be borne by the incumbent president, if he so decides to donates.
5.
All concerns and internal club
problems should be coursed through the AG. The DG will entertain complaints and
resolve problems only after the AG has exhausted all means on his level. Any
unresolved conflicts shall be threshed out following the Club constitution,
Rotary Code of Policies and the Manual of Procedures
6.
Awards are secondary purpose for
each and every club. The real joy is in knowing that we have done something good
for our community. The district will be giving out awards based on the criteria
that will come out on or before April 2004 during the DISTASS. We hope to invite
experienced Rotarians from outside the district to be part of the review panel
during the Year End Review.
By following the above, we
hope that you and your club will have not only a successful year of service but
also an enjoyable one.
GOOD LUCK!
The District Governor District Awardees 2004 Centennial Presidents District Centennial Team Genesis of Rotary District Centennial News
Bibliography
Resume
Map of the District
bravenet.com