DRR’S OFFICIAL VISIT Guidelines A) Before Visit: (To the President & Secretary) -
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Informally talk with the DRR & arrange date, time and venue for the DRR visit as well talk with DS also. Take their permission. Write the official email to the DRR yourself telling him/her, where and when the meeting with him/her will take place. Arrangements being made for him/her. Write in advance about any special task (like the inauguration of any project) you want him/her to carry out during his/her visit. Provide information to find out the way to the venue. Be sure to send the "Summary of Club Plans and Objectives” to the DRR at least one clear week ahead of his/her visit. Inform formally to Sponsored Rotary Club President, RCC, other Rotarians, ZRR and ZS. Ask him/her whether he/she will stay over there or not?
CHECK-LIST - Charter certificate, Hammer, Gavel, President’ Collar - Club Constitution and By-Laws (updated) - Budget of the year and books of accounts - Minute books and Attendance Register of Board and General Meetings - Summary of Club’s plan and projects in all avenues of service. - Club Bulletins, Club Roster, etc - Any other document that the club feels appropriate may be shown to the DRR - Pen & Paper should ready to all the attainders. - Club Profile (Details of club information including Charter date, President, twin club, meeting details etc.) - Rotaract Planning Guide - Rotaract Inventory - Maintain Proper Club banner, caption of DRR Visit, Name tag B) During Visit: -
Arrange Dias Call as- RIGHT (Club Secretary, President, IPP, DRR, DS, ZRR, ZS, Rotarian Guest, PP)
LEFT Do your best to have full attendance (all the board and the members) at the regular Club meeting. Also invite prospective members. Tell the DRR of the special activities or achievements of any member, so that he/she can mention them in his address and acknowledge them personally. It'll good if all members will be on formal dress or club t-shirts and wear Rotaract pin too. Arrange the meeting venue properly (clean & tide), if possible plastic and paper free. Run the Meeting as like a general club meeting. Follow the meeting procedure as you did as always; make a special agenda DRR VISIT then handover the floor to DRR. After DRR Visit agenda, request Rotary President or RCC or ZRR to address the meeting. Discourage Token of love to the DRR/DS/ZRR if possible, instead give club flag, bulletin etc. Note all the ideas, information and suggestions provided by the DRR.
I. To be maintained by President 1. Collar 2. Charter Certificate 3. I.D. Card 4. Rotaract/President Badge 5. District Directory
6. Club Letterhead 7. Correspondence - Incoming & Outgoing files II. To be maintained by Secretary 1. Report Book 2. Minutes Book 3. Incoming/Outgoing correspondence files 4. I.D. Card 5. Bio-data of all members 6. District directory 7. Guest attendance cards 8. Club Letterhead 9. Secretary Badge III. To be maintained by Treasurer 1. Cheque Book 2. Bank Pass Book 3. Books of Accounts a. Day/Cash Book b. Ledger/Subscription Ledger 4. Receipt Book 5. Subscription reminders 6. Voucher Pads IV. To be maintained by Club Service Director 1. Attendance books - guest & members 2. Club Banner(s) 3. Gavel, Gong 4. Meeting Intimation Cards 5. Leave letter application 6. Addresses of all members 7. District directory 8. Birthday list of all members V. To be maintained by Community Service Director 1. Report of each community service projects. 2. Extract from R.I. Publication about the community service projects 3. List of committee members. C) After Visit: -
Write Formal thanks letter to the DRR, DS, ZRR, ZS and other district officials for their visit. Send report of the visit to the ZRR, ZS as well DRR and DS too. Report that in district Website. Correct the loophole that you noted during DRR visit in your club meeting & activities. REMEMBER:
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We all are in the same boat of Rotaract movement. Never afraid of DRR visit instead plan well. Don’t be apprehensive of what he/she may find out. His/her job is to help you and your Club and he/she needs your help to gain local knowledge. Make the DRR's presence and address as the central focus of your club meeting. Please make sure that no other club members except your club will present in special meeting. Only Rotaractors and Rotarians of your home club can present. Thank you !
