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DAC-db Training for Club Secretaries and Club Treasurers

Learn how to efficiently manage your Rotary club with the DAC-db database. This training will cover Rotary International requirements, DAC-db features, guided practice, and optional modules. Improve club communication, attendance tracking, invoicing, and website management.

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DAC-db Training for Club Secretaries and Club Treasurers

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  1. DISTRICT and CLUB database(DAC-db) TRAININGfor CLUB SECRETARIESand CLUB TREASURERS DACdb the “E-Zkey” for Rotary Club Management!

  2. DISTRICT and CLUB database Today’s Agenda: 10 minutes RI MOP requirements 10 minutes WHAT DACdbdoes for you 60 minutes Hands-ON Guided Practice 20 minutes Review Optional Modules: Weekly Attendance, Dues/Invoicing, and Club Web Sites 20 minutes Review, Q&A for your Club

  3. DISTRICT and CLUB database ONLY 1 Handout: www.DACdb.com/HINTS/

  4. DISTRICT and CLUB database ONLY 1 Handout: www.DACdb.com/HINTS/ plus, 2 LOG IN (shortcuts): 1) www.DACdb.com/Rotary/

  5. DISTRICT and CLUB database ONLY 1 Handout: www.DACdb.com/HINTS/ plus, 2 LOG IN (shortcuts): 1) www.DACdb.com/Rotary/ 2) DACdbICON on desktop

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

  7. OK…I’m a new Club Secretary…Now what? • The Club Secretary is arguably the most important cog in your Rotary club’s wheel! (Don’t tell the president) • You are the nerve center of your club!

  8. OK…I’m a new Club Secretary…Now what? • 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.

  9. 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

  10. Club Secretary Duties Required by Rotary International:from: Standard Club Bylaws, Article 3, section 4 • Keep records of club membership (New, Chgs, Term); send to RI • Record attendance at all meetings (send Monthly Attendance to the District Secretary, within 15 days of the last meeting of the month)

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

  12. Club Secretary Duties Required by Rotary International:from: Standard Club Bylaws, Article 3, section 4 • Report any changes in club meetinglocation, time, or day to RI • Report the election of club officersfor the ensuing Rotary year by 31 December of each year to RI

  13. Tasks Expectedof the Club Secretary • Maintain and update the club’s weekly attendanceand 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.

  14. Tasks Expectedof the Club Secretary • Also, maintain minutes of meetings and archive all club records for easy access • And, do ANYTHINGELSEyour club asks of you!

  15. Tasks Expectedof the Club Secretary And remember, don’t forget to put on yourSuperMan cape…

  16. Using DACdb makes your life easier ALL of these tasks, and more, can easily be done using the… DISTRICT and CLUB data base (DACdb) (pronounced: daK-dee-bee) Less TIME with LessSTRESS…

  17. Using DACdb makes your life easier ALL of these tasks, and more, can easily be done ALL on 1 screen… Click on the MY CLUB tab Less TIME with LessSTRESS…

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

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

  20. How YOU Can Enhance Your Club’s Mission • 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 MIKE”

  21. DISTRICT and CLUB database BUBBLES UP to RI viaDirect Connect • CLUBS must choose this option at ROTARY.org - Changes happens in minutes vs. days - Step-by-Step instructions on HINTS page Effective Communications: between the District, Clubs and Members

  22. DISTRICT and CLUB database BUBBLES UP to RI viaDirect Connect - Step-by-Step instructions on HINTS page Effective Communications: between the District, Clubs and Members

  23. DISTRICT and CLUB database Smartphone – for Your CLUB Directory All this information about your Membership, Club, Committees, Club Calendar and the District Calendar is now on your Smartphone… www.DACdb.com …Just LOG IN as a ROTARIAN Effective Communications: between the District, Clubs and Members

  24. OK, I KNOWIT COULD BE REALLY HELPFUL, BUT ….

  25. BUT HOW DO I USE IT

  26. Logging In • Remember, lots of HELP is available…www.DACdb.com/HINTShas all these materials, and much more…

  27. And, sometimes you just need a FRIEND…There are District people and our Tech Support

  28. And, we take your Privacy and Security of the data very seriously:

  29. DISTRICT and CLUB database LOG IN URL: www.DACdb.com/Rotary/ Or, use the “shortcut ICON” on your Desktop:

  30. Logging In • Click theEZ link in a PMAIL #05 message (and, let Remember Me fill in the values) • User Name (usually your E-mail address) and • Password (usually your RI MemberID # ) and YOU ARE READY TO BEGIN!

  31. Logging In • Click theEZ link in a PMAIL#05 message

  32. Logging In

  33. Logging In • Your EMAIL address • Your RI MemberID YourD esktop 3) Or, just click on link in PMAIL #05

  34. 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

  35. Getting Started My CLUB tab

  36. Getting Started

  37. Getting Started • Look for the “POWER BUTTONS” – those brightlycolored 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

  38. Getting Started

  39. Getting Started • Remember, ALL activities affecting the management of your club’s information can be found under theMy CLUBtab

  40. Getting Started • 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 yourclub.

  41. Getting Started 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

  42. Getting Started EDIT CLUB

  43. Getting Started Select EDIT Member

  44. Getting Started EDIT Member from VIEW

  45. Getting Started EDITING Member data

  46. Getting Started EDIT Club Positions

  47. Getting Started EDIT Club Positions

  48. Getting Started EDIT Club Positions

  49. Getting Started You will have the ability to… • View or printall 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

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