Welcome to the DRR Official Club Visit Planning section. Here, we provide you with a step-by-step guide to help you plan and execute a successful visit from the District Rotaract Representative (DRR). By following these organized procedures, you can ensure a smooth and productive visit for everyone involved.
Plan in Advance:
1. Contact the DRR: Write to the DRR in advance to determine a suitable date for the visit. Provide details about the meeting location, time, and any special tasks or projects you would like the DRR to be involved in during the visit. Share any relevant information that would assist in planning the visit.
2. Inform District Cabinet Members: Notify the Zonal Representatives and other district cabinet members about the visit. Seek their advice and inform them of the program and arrangements.
3. Inform Parent Rotary Club: Inform your Parent Rotary Club about the DRR's visit and provide details of the visit's schedule.
For the Day:
Meeting with the President & Secretary:
- Arrange a confidential meeting with the DRR as the first session. This allows for discussions that are best held in private. Address any specific concerns or topics you would like to discuss during this session.
Meeting with the Board of Directors:
- Ensure that all board members are present for this meeting. Discuss previous and upcoming projects with the DRR. Each director should be prepared with a brief report of their avenue's activities and plans for new projects. Invite your Rotaract Club Committee (RCC) to attend.
Meeting with RCC, Rotary President & Secretary:
- Inform your Rotarians about the DRR's visit and the scheduled meeting. Discuss Rotary-Rotaract relations and any relevant issues during this meeting. Allow the DRR to interact personally with your Rotary President, Secretary, and RCC.
Club General Meeting:
- Inform all members about the special meeting with the DRR. Encourage members to freely engage in conversation and discuss any concerns. Invite Rotarians, Interactors, Inner Wheel members, and prospective members to attend. Aim for full attendance of all members and their spouses.
On the Day:
1. Share Member Information: Inform the DRR about any special activities or achievements of club members. This will allow the DRR to mention them in his/her address and acknowledge them personally.
2. Be Open and Transparent: Do not be apprehensive about what the DRR may find out. Their role is to help you and your club, and they rely on your assistance to gain local knowledge.
3. Make the DRR Visit a Central Focus: During the club meeting, ensure that the DRR's visit is the main agenda. As the President, utilize the DRR's visit to inform and motivate members as partners in service and strengthen their commitment to Rotaract.
Essentials During DRR's Official Visit:
Board Meeting:
- Only board members and cabinet members are invited.
- Adore the collar to the President by the Sergeant at Arms.
- Adore the collar to the DRR by any cabinet member.
- Call the meeting to order.
- National Anthem.
- Welcome Address.
- Report by the Board of Directors.
- Examination of club records and properties by the DRR.
- Clarification by board members.
- Vote of Thanks.
- Adjourn the meeting for the general body meeting.
General Body Meeting:
- Only club members and cabinet members are invited.
- Inviting dignitaries to the dais.
- Adore the collar to the President by the Sergeant at Arms.
- Adore the collar to the DRR by any cabinet member.
- Call the meeting to order.
- National Anthem.
- Welcome Address.
- Self-Introduction of Members.
- Floor Participation by Members.
- Remarks by the ZRR.
- Remarks by the DRR.
- Vote of Thanks.
- Adjourn the meeting for fellowship and then the regular meeting.
Fellowship:
- Organize a fellowship session for interaction and bonding among the members.
Regular Meeting:
- Invite dignitaries to the dais.
- Adore the collar to the President by the Sergeant at Arms.
- Adore the collar to the DRR by any cabinet member.
- Call the meeting to order.
- National Anthem.
- Felicitation of Guest.
- Welcome Address.
- Introduction of DRR.
- Secretary's Report.
- Address by ZRR.
- Address by the DRR.
- Presentation of Mementos.
- Vote of Thanks by District.
- Vote of Thanks by Club.
- Adjourn the meeting.
Club's Checklist for DRR Official Visit:
- Collar
- Charter
- Gong & Gavel
- President & Other Rotaract Badges
- ID Cards
- District Directory
- Club Letterhead
- Club Banner
- Minutes Book
- Bio Data of All Members
- Attendance Register
- Address of all Members
- Report Book
- Guest Attendance Card
- Correspondence File (Outgoing file, Incoming file)
- Cheque Book
- Bank Pass Book
- Receipt Book
- Voucher Pads
- Book of Accounts
- Birth Day and Anniversary List
- Project File
- Club Bulletins/Bulletin of Sponsoring Rotary Club/Other Clubs
By following this organized approach, you can ensure a successful and well-planned official visit from the DRR, contributing to the growth and development of your club.
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