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2. 2 D ISTRICT and C LUB database ( DaC-db ) TRAINING FOR CLUB SECRETARIES DaCdb the “E-Z key” for Rotary Club Data Management!

3. 3 D ISTRICT and C LUB database 73% USA 24% World In over 4,500 clubs

4. 4 D ISTRICT and C LUB database

5. 5 www.DaCdb.com - PPT Overview - Specifics on LIVE database (Q&A)

6. 6 Rotary International, your Rotary District, and especially your club, all have high expectations of you, as your club’s Secretary OK…I’m a new Club Secretary…Now what?

7. 7 The Club Secretary is arguably the most important cog in your Rotary club’s wheel! You are the nerve center of your club! You will have many duties to perform, and like everyone else, your time is limited.

8. 8 Club Secretary Duties Required by Rotary International: from: Standard Club Bylaws, Article 3, section 4 Section 4 — Secretary. It shall be the duty of the secretary to keep membership records; record attendance at meetings; send out notices of club, board, and committee meetings; record and preserve the minutes of such meetings; report as required to RI, including the semiannual reports of membership on 1 January and 1 July of each year, which shall include per capita dues for all members and prorated dues for active members who have been elected to membership in the club since the start of the July or January semiannual reporting period; report changes in membership; provide the monthly attendance report, which shall be made to the district governor within 15 days of the last meeting of the month; collect and remit RI official magazine subscriptions; and perform other duties as usually pertain to the office of secretary. 266 MANUAL OF PROCEDURE 2007

9. 9 Keep records of club membership Record attendance at all meetings Club Secretary Duties Required by Rotary International: from: Standard Club Bylaws, Article 3, section 4

10. 10 Send out notices of meetings of the club, board, and committees Record and preserve the minutes of all such meetings Club Secretary Duties Required by Rotary International: from: Standard Club Bylaws, Article 3, section 4

11. 11 Report changes in membership, (also report new members, the termination of members, and changes in member data, such as addresses) to the general secretary of RI Club Secretary Duties Required by Rotary International: from: Standard Club Bylaws, Article 3, section 4

12. 12 Send required reports to RI, including the Semi-Annual Report (SAR) of club membership as of January 1 and July 1 Club Secretary Duties Required by Rotary International: from: Standard Club Bylaws, Article 3, section 4

13. 13 Collect and remit to RI subscriptions for the The Rotarian for each club member Club Secretary Duties Required by Rotary International: from: Standard Club Bylaws, Article 3, section 4

14. 14 Report Monthly Attendance of club meetings, to be sent to the District Governor within 15 days of the last meeting of the month Club Secretary Duties Required by Rotary International: from: Standard Club Bylaws, Article 3, section 4

15. 15 Report any changes in club meeting location, time, or day to RI (must be reported & approved by DG 10 days before changing) Report the election of club officers for the ensuing Rotary year by 31 December of each year to RI Club Secretary Duties Required by Rotary International: from: Standard Club Bylaws, Article 3, section 4

16. 16 Maintain and update the club’s weekly attendance and membership records – keeping in touch with Membership and Classifications Committees in your club; plus, communicating with the Treasurer on meal charges, make-up credits, etc. Tasks Expected of the Club Secretary by your Club and District Leadership

17. 17 Tasks Expected of the Club Secretary by your Club and District Leadership Also, maintain minutes of meetings and archive all club records for easy access

18. 18 Tasks Expected of the Club Secretary by your Club and District Leadership Also, maintain minutes of meetings and archive all club records for easy access And remember, don’t forget to put on your Super Man/Woman cape…

19. 19 Also, may help your club members register for events for both club and district level functions And, do ANYTHING ELSE your club asks of you! Tasks Expected of the Club Secretary by your Club and District Leadership

20. 20 Using DaCdb makes your life easier ALL of these tasks, and more, can easily be done using the… On-Line D ISTRICT a nd C LUB d ata b ase ( DaCdb ) (pronounced: daK-dee-bee ) Less TIME with Less STRESS…

21. 21 Upload electronic copies of your club bulletin (and for archival purposes) Add items to your club calendar Coordinate scheduling of projects with other clubs’ schedules How YOU Can Enhance Your Club’s Mission

22. 22 You can create and manage all of your club’s committees on the database You can print out a Club Roster, Membership Directory, TRF Giving, and Attendance check-in sheets, plus lots of other club reports How YOU Can Enhance Your Club’s Mission

23. 23 You can easily communicate on a “personal” level with one or all of your club members by using the P-MAIL feature built into the DaCdb system “Dear Rotarian ” How YOU Can Enhance Your Club’s Mission

24. 24 OK, I KNOW IT COULD COULD REALLY BE HELPFUL, BUT ….

25. 25 BUT HOW DO I USE IT

26. 26 Logging In Remember, lots of HELP is available… www.DaCdb.com/2011 x has all these materials, and much more…

27. 27 Logging In Click the EZ link in a PMAIL #05 message key-in…(-or- let Remember Me fill in the values) User Name (usually your e-mail address) and Password (usually your RI MemberID number) and YOU ARE READY TO BEGIN!

28. Logging In Click the EZ link in a PMAIL #05 message

29. Logging In

30. 1)Your EMAIL address 2)Your RI MemberID 3) Or, just click on link in PMAIL #05 YourDesktopYourDesktop Logging In

31. 31 Getting Started Our User interface is very “intuitive”… - Just click on a “TAB” and follow the instructions found within. And remember, ALL Club Officer functions are found under the “My Club” tab

32. 32 Getting Started My CLUB tab

33. 33 Getting Started

34. 34 Look for the “POWER BUTTONS” – those brightly colored buttons that take you to the various actions you can take within your club or member’s record The “POWER BUTTONS” allow you to use the functions built into the database Getting Started

35. 35 Getting Started

36. 36 Remember, ALL activities affecting the management of your club’s information can be found under the My CLUB tab Getting Started

37. 37 As a club officer (or an officer-elect), you are automatically given the Security LEVEL 4, to maintain your club and members’ data Note: You can not make changes to any other club, members or committees outside of your club. Getting Started

38. 38 You will have the ability to……… Maintain your own CLUB record Maintain any member’s record in your CLUB ADD/CHANGE/DELETE members on any committee in your CLUB Getting Started

39. 39 Getting Started EDIT CLUB

40. 40 Getting Started Select EDIT Member

41. 41 Getting Started EDIT Member from VIEW

42. 42 Getting Started EDITING Member data

43. 43 Getting Started EDIT Club Positions

44. Getting Started EDIT Club Positions

45. 45 You will have the ability to… View or print all reports for your CLUB, including Membership Directory, with photos Submit “club events or fund raisers” to the Club calendar so they can be viewed by all clubs and in the District calendar Getting Started

46. 46 Add a Calendar Event

47. 47 List Calendar Events

48. 48 List Calendar Events

49. 49 You have the ability to……… Send “P-MAIL” (Personalized eMail) all your Club members, in just a couple clicks Many “templates” already available Save your OWN templates Getting Started

50. 50 P-MAIL PMAIL to ALL Club Members

51. 51 P-MAIL A menu of preformatted PMAIL templates are already defined.

52. 52 PMAILPMAILPMAILPMAIL

53. 53 You will have the ability to……… Submit "club bulletins”, minutes and other documents; and archive them on the database – and you have 100Mb of storage available to your club. Getting Started

54. 54 Also, you have the ability to… View the public data for any Member or Club in your district Find any Member, and view their public contact information Getting Started

55. 55 VERY IMPORTANT: Make all of your changes at once… BUT, you MUST click the “UPDATE” button, or your changes will not be recorded! Getting Started

56. Finally, we have documentation for each function for the Club Secretary... Getting Started

57. 57 SUCCESS! Now all you have to do, is USE the DaCdb system to help make your club “HUM” and stop “Hmmmming!” So, “What’s stopping you now?”

58. 58 D ISTRICT and C LUB database There are slides available for the optional premium modules after the Thank You slide, if there is time to review - Weekly Attendance - DUE & Invoicing - Club Web Sites