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D ISTRICT a nd C LUB d ata b ase ( DaC -db ) TRAINING FOR CLUB SECRETARIES

D ISTRICT a nd C LUB d ata b ase ( DaC -db ) TRAINING FOR CLUB SECRETARIES. DaCdb the “ E-Z key ” for Rotary Club Data Management!. D ISTRICT a nd C LUB d ata b ase. 73% USA 24% World In over 4,500 clubs. D ISTRICT a nd C LUB d ata b ase. D ISTRICT a nd C LUB d ata b ase.

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D ISTRICT a nd C LUB d ata b ase ( DaC -db ) TRAINING FOR CLUB SECRETARIES

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  1. DISTRICT and CLUB database(DaC-db) TRAINING FOR CLUB SECRETARIES DaCdb the “E-Zkey” for Rotary Club Data Management!

  2. DISTRICT and CLUB database 73% USA 24% World In over 4,500 clubs

  3. DISTRICT and CLUB database

  4. DISTRICT and CLUB database • www.DaCdb.com- PPT Overview - Specifics on LIVE database (Q&A)

  5. 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

  6. 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.

  7. 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

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

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

  10. Club Secretary Duties Required by Rotary International:from: Standard Club Bylaws, Article 3, section 4 • 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

  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 • Collect and remit to RI subscriptions for the The Rotarian for each club member

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

  14. Club Secretary Duties Required by Rotary International:from: Standard Club Bylaws, Article 3, section 4 • 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

  15. Tasks Expected of the Club Secretary by your Club and District Leadership • 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.

  16. 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

  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 And remember, don’t forget to put on your Super Man/Woman cape…

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

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

  20. 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’ schedules

  21. How YOU Can Enhance Your Club’s Mission • 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, andAttendance check-in sheets, plus lots of other club reports

  22. 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 <name>”

  23. OK, I KNOW IT COULDREALLY BE HELPFUL, BUT ….

  24. BUT HOW DO I USE IT

  25. Logging In • Remember, lots of HELP is available…www.DaCdb.com/2011xhas all these materials,and much more…

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

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

  28. Logging In

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

  30. 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

  31. Getting Started My CLUB tab

  32. Getting Started

  33. 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

  34. Getting Started

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

  36. 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.

  37. 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

  38. Getting Started EDIT CLUB

  39. Getting Started Select EDIT Member

  40. Getting Started EDIT Member from VIEW

  41. Getting Started EDITING Member data

  42. Getting Started EDIT Club Positions

  43. Getting Started EDIT Club Positions

  44. 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

  45. Add a Calendar Event

  46. List Calendar Events

  47. List Calendar Events

  48. Getting Started 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

  49. P-MAIL PMAIL to ALL Club Members

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