HOW TO MAKE YOUR OCV OUTSTANDING DISTRICT TRAINING
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HOW TO MAKE YOUR OCV OUTSTANDING? DISTRICT TRAINING ASSEMBLY RI DISTRICT 3141 27 th March 2016 DR. CHANDRASHEKHAR KOLVEKAR DGE – 2016 -17 RI DISTRICT 3142
OCV Most important event in a Rotary year for the President.
You need to plan now! • Go through previous year OCV Manual • Communicate with your AG, DS for OCV, AT • Remind your Current President to upload your data on rotary. org. • Plan to update your Club data including – – – Membership – classification list Trust status Accounts Any pending financial matters Roster
When you take over… • • • Keep regular records of your programs and projects Bulletin issues Photographs – digital Financial matters Study your CRS ADVANCE PLANNING WILL RELIEVE THE STRESS OF LAST MINUTE RUNNING AROUND TO COMPILE DOCUMENTS. • Consult your AG • Get your BOD trained with the help of your AT so that they respond adequately in the OCV Club Assembly.
Purpose of the visit 1. To assess the health of the club 2. To offer suggestions and assistance 3. To provide information , inspiration and encouragement 4. To recognize outstanding performance 5. TRF contribution 6. Provide RI an update on the Club, its performance and its potential
OCV is not the annual inspection of the club It is an opportunity for members to interact with the DG
General Preparation • Set up committee for OCV • Inform club officers and Directors well in advance and ask them to prepare report of their activities • Inform Partners in service and ask for a brief report of their activities
• Plan for the Pre OCV club assembly with AG. • Pre OCV Club assembly is presided by AG • Organize the Club Assembly at least two weeks prior to the date of OCV • Invite the GC for the Pre OCV
Complete your OCV manual with the help of your AG Send the soft-copies of the OCV report in advance to the Governor and your District Secretary
OCV Manual • It should include documents of all matters discussed • Brief summary of various projects under all avenues of service. • Photographs • OCV manual to be submitted to DG well in advance • E OCV manual can be the best alternative
Plan for the actual proceedings of the OCV day.
Specific Areas of Preparation • Financial matters of the club and trust • Matters of Club administration • Projects & future planned projects • TRF giving and projects
Preparations regarding Financial Matters • SAR – RI dues(RI Dues - $28 per member, semiannually & $1. 5 per member annually for COL) • Previous year’s Audited account of the club and the Trust • Record of District dues(Per member - Rs. 100 District General Fund, Rs. 300 District Welfare Fund, + Rs. 100 District Welfare Fund for Literacy Project • Stewardship- Report of District or other TRF grants
• Magazine dues • Rotary News(Rs. 420/yr) • The Rotarian(12$ - 6 mths, digital copy 6$ - 6 mths) • Record of TRF contributions by club members • Fund Raisers Accounts • Budget of the club and trust • IT Returns • 80 G certificate • FCRA compliance if applicable
Preparation regarding Club administration • President’s workbook/schedule • On line Goals on Club Central • Club’s Training Programs • Qualification for Grants • Classification list – filled and unfilled • Adopted Club Bylaws and Constitution • Adoption of CLP
• Strategic Planning • Attendance Records/Reporting - (in Club & Dist. Records) • Membership roster • Minutes books of Club BOD meetings, Assemblies and Trust • Minutes of General body meeting for Club elections • Minutes of Annual Club meeting for Budget.
• Club Bulletin • Partners in Service • RI Presidential & Governor Citation monitoring • Use of District Web site for uploading Club details and activities.
Other important documents • Club Charter • MOP • TRF contribution List (CRS Report).
• AG plays the most important role in preparation for OCV and is the resource person for all types of queries • Directors of all avenues will present the projects and the plans
OCV Manual • It should include documents of all matters discussed • Brief summary of various projects under all avenues of service. • Photographs • OCV manual to be submitted to DG well in advance • E OCV manual can be the best alternative
Day of the OCV 1. Close door meeting 45 mts 2. Club Assembly 45 mts 3. Partners in service 30 mts 4. General meeting Visit to Service Projects is not recommended 1 hr
Closed Door Meeting 1. The DG will hold Closed Door meeting with • • President, Secretary, President Elect, President Nominee, Dist. Secretary, Assistant Governor and Group Coordinator 2. At least 45 minutes should be allotted for the Closed Door Meeting.
What is discussed at the Closed door Meeting? 1. 2. 3. 4. Financial matters of the club Administrative matters Difficulties in implementation Remedies for the same It’s way for the DG to assess the club and to find out solutions for problems.
Meeting with Partners in Service • • • Rotaractors Interactors RCC chairman / members Senior Citizens Inner wheel Club Allow 30 mins for this meeting
Club Assembly – All club officers, directors and committee chairs are expected to participate. – Address to the club members to share goals and vision. – Allow 45 minutes for the Club Assembly – After the Club Assembly, have a break for 15 minutes
GENERAL MEETING • It may please be noted that at the regular meeting of the Club on the day of OCV, the District Governor shall be the Chief Guest • Please avoid the presence and participation of any "Guests of Honour" or "Special Guests" on this day.
Governor’s Address • The DG will speak for 20 minutes • He will share goals with Club members, guests and invitees • As per protocol GC should introduce AG and AG should introduce DG. • Opportunity for recognizing TRF contributors, Good projects and inducting new members.
OCV IS NOT THE END – IT IS THE BEGINNING - TO WORK WITH FRESH MOTIVATION WITH FOCUS AND ENTHUSIASM