ONLINE DISTRICT AND CLUB DATABASE TRAINING FOR CLUB SECRETARIES

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DISTRICT and CLUB database(DaC-db) TRAINING
FOR CLUB SECRETARIES

• DaCdb the E-Z key for Rotary Club Data
  Management!

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OKIm the new Club SecretaryNow what?

• Rotary International, your Rotary District, and
  especially your club, all have high expectations
  of you, as your clubs Secretary

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OKIm the new Club SecretaryNow what?

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

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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

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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

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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

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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

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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

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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

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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

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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
• Report the election of club officers for the
  ensuing Rotary year by 31 December of each year
  to RI

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Tasks Expected of the Club Secretary by your Club
and District Leadership

• Maintain and update the clubs weekly attendance
  and membership records keeping in touch with
  Membership and Classifications Committees in your
  clubplus, communicating with the Treasurer on
  meal charges, make-up credits, etc.

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Tasks Expected of the Club Secretary by your Club
and District Leadership

• Maintain and update the clubs weekly attendance
  and membership records keeping in touch with
  Membership and Classifications Committees in your
  club
• And, dont forget to put on your Super Man cape.

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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

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Tasks Expected of the Club Secretary by your Club
and District Leadership

• Help your club members register for events for
  both club and district level functions
• And, do ANYTHING ELSE your club asks of you!

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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 Less STRESS

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How YOU Can Enhance Your Clubs 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

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How YOU Can Enhance Your Clubs Mission

• You can create and manage all of your clubs
  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

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How YOU Can Enhance Your Clubs 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 ltnamegt

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OK, I KNOW IT COULD REALLY BE HELPFUL, BUT .
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BUT HOW DO I USE IT
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Logging In

• Using your web browser, go to
  www.DaCdb.com www.DaCdb.com/2009has all
  these materials,and more

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Logging In

• Click the EZ link in a PMAIL message
• key-in(-or- let Remember Me fill in the
  values)
• UserName (usually your e-mail address) and
  Password (usually your RI MemberID number),
  
• and YOU ARE READY TO BEGIN!

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Logging In
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Getting Started

• The interface is 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

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Getting Started
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Getting Started
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Getting Started

• Look for the POWER BUTTONS those brightly
  colored buttons that take you to the various
  actions you can take within your club or members
  record
• The POWER BUTTONS allow you to use the
  functions built into the database

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Getting Started
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Getting Started

• ALL activities affecting the management of your
  clubs information can be found under the My CLUB
  tab

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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 committee outside of your club.

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Getting Started

• You will have the ability to
• Maintain your own CLUB record
• Maintain any members record in your CLUB
• ADD/CHANGE/DELETE members on any committee in
  your CLUB

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Getting Started
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Getting Started
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Getting Started
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Getting Started
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Getting Started

• 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, in the District calendar

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Add a Calendar Event
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List Calendar Events
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Getting Started

• You will 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

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

• 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.

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Getting Started

• VERY IMPORTANT
• Make all of your changes at once
• BUT, you MUST click the UPDATE button or your
  changes will not be recorded!

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Getting Started

• Also, you will have the ability to
• View the data for any Member or Club in your
  district
• Find any Member, and viewtheir contact
  information

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SUCCESS!

• Now all you have to do, is USE the DaCdb system
  to help make your club HUM and stop
  Hmmmming!
• So, Whats stopping you now?

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Guided Practice
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• Guided practice
• Log in to the DaCdb
• Edit your own Member record Just click on My
  Club and scroll down to Section 3 to find your
  record
• Or, Just click on the MEMBERS tab to view your
  record, then EDIT.

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• Guided practice
• Log in to the DaCdb

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• Guided practice
• Edit your own Member record

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• Guided practice
• Or, Just click on the MEMBERS tab to view your
  record, then EDIT.

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• Guided practice
• Make someone President-Elect Just click on My
  Club and scroll down to Section 3 to EDIT Club
  Positions
• NOW, change them back.
• DO NOT click UPDATE!!!!

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• Guided practice
• Make someone President-Elect

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• Guided practice
• Make someone President-Elect

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• Guided practice my CLUB
• Create a Membership Directory for your club go
  to REPORTS and choose 1 and choose to RUN/VIEW
  ON SCREEN
• Add an event to your club calendar (delete
  later).click on the Club CALENDAR link in
  Section 1, to begin

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• Guided practice my CLUB
• Create a Membership Directory

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• Guided practice my CLUB
• Add an event to your club calendar

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• Guided practice
• Search for a member with the last name Johnson
  in your district.under the MEMBER tabclick the
  FIND a MEMBER (first entry in sub-menu)
• Find who is on your Districts Rotary Foundation
  Committee.look under the COMMITTEES tab and
  select the committee to VIEW

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• Guided practice
• Search for a member with the last name Johnson
  in your district.

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• Guided practice
• Who is on your Districts Rotary Foundation
  Committee.

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• Guided practice
• Send a PMAIL to yourself (which is always a
  good idea, when composing a lengthy message).
• Just click on MEMBERS tab (which is exactly
  the SAME as clicking VIEW a member, in
  Section 3 of My Club)

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• Guided practice
• Then, click the PMAIL envelope on the right side
  of the screen, just above your photo. Select 01
  Dear Rotarian template.
• Then key-in your message and click SEND. (you
  could use any of the message templates already
  there!)

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• Guided practice
• Send a PMAIL to ALL the members of your
  club..click on MY CLUB and scroll down to
  Section 3. Click the PMAIL button on the right
  side of the screen. Select 01 Dear Rotarian
  template. Then key-in your message and click
  SEND. ONLY ONE CLUB VOLUNTEER!(you could use
  any of the message templates already there!)

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• Guided practice
• Submit a Monthly Attendance report again,
  using My Club, Section 1
• - How many Meetings 4 - How many
  Members 57 - Average Attendance 78.81
• Of course, you would USE your
  clubs numbers

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• Guided practice
• Send a PMAIL to all the members of your
  clubusing My Club, Section 3

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DISTRICT and CLUB database
Q A
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
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DISTRICT and CLUB database
T H A N K Y O U !
E-mail Mike_at_MikeThacker.com
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• DUES Invoicing
• Club Web Site Less TIME with Less Stress

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Club Premium Modules!

• Weekly Attendance Reporting - Add a Meeting in
  just a couple clicks

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• Weekly Attendance Reporting - Add a Meeting in
  just a couple clicks - Positive, Negative,
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• Weekly Attendance Reporting - Add a Meeting in
  just a couple clicks - Positive, Negative,
  Bar Code Scans - Automatic PMAIL 10 to
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PETS - Club PresidentsDaCdb Presents Optional
Club Premium Modules!

• Weekly Attendance Reporting - Add a Meeting in
  just a couple clicks - Positive, Negative,
  Bar Code Scans - Automatic PMAIL 10 to
  Absentees - Automatic updating of Monthly
  Attend.

SERVICE Above Self
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PETS - Club PresidentsDaCdb Presents Optional
Club Premium Modules!

• Weekly Attendance Reporting - Add a Meeting in
  just a couple clicks - Positive, Negative,
  Bar Code Scans - Automatic PMAIL 10 to
  Absentees - Automatic updating of Monthly
  Attend. - Make Ups and Leave of Absences

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PETS - Club PresidentsDaCdb Presents Optional
Club Premium Modules!

• Weekly Attendance Reporting - Add a Meeting in
  just a couple clicks - Positive, Negative,
  Bar Code Scans - Automatic PMAIL 10 to
  Absentees - Automatic updating of Monthly
  Attend. - Make Ups and Leave of Absences -
  Correct Percentage Calculations, including
  your Rule of 85 members

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2. Club Invoicing DUES - Generate Invoices in
just 8-10 clicks
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Club Premium Modules!
2. Club Invoicing DUES - Generate Invoices in
just 8-10 clicks
SERVICE Above Self
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Club Premium Modules!
2. Club Invoicing DUES - Generate Invoices in
just 8-10 clicks - POST to the Accounting system
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Club Premium Modules!
2. Club Invoicing DUES - Generate Invoices in
just 8-10 clicks - POST to the Accounting
system - PRINT the Invoices
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PETS - Club PresidentsDaCdb Presents Optional
Club Premium Modules!
2. Club Invoicing DUES - Generate Invoices in
just 8-10 clicks - POST to the Accounting
system - PRINT the Invoices - PMAIL Invoices
to Members w/Email
SERVICE Above Self
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PETS - Club PresidentsDaCdb Presents Optional
Club Premium Modules!
2. Club Invoicing DUES - Generate Invoices in
just 8-10 clicks - POST to the Accounting
system - PRINT the Invoices - PMAIL Invoices
to Members w/Email - Complete double-entry
accounting, Chart of Accounts, and Reporting
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Club Premium Modules!
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Club Premium Modules!

• Club Web Sites yourclub.rotary-clubs.org
• - Standard (totally automated updating)

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Club Premium Modules!

• Club Web Sites yourclub.rotary-clubs.org
• - Standard (totally automated updating) -
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Club Premium Modules!
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PETS - Club PresidentsDaCdb Presents Optional
Club Premium Modules!
SERVICE Above Self
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PETS - Club PresidentsDaCdb Presents Optional
Club Premium Modules!

• Weekly Attendance Reporting
• DUES Invoicing
• Club Web Site
• ALL 3 premium modules, one price 349/yr.
  plus, one-time setup fee of 197
• Less TIME with Less STRESS

SERVICE Above Self
95
PETS - Club PresidentsDaCdb Presents New
Features
4. Dashboard for Club and District - Snapshot
of Membership, Attendance, Calendar (Birthdays,
Anniversaries) Review of Top 10 clubs New
Members
SERVICE Above Self
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PETS - Club PresidentsDaCdb Presents New
Features
4. Dashboard for Club and District - Snapshot of
Membership, Attendance, Calendar (Birthdays,
Anniversaries) - Edit your own club profile
like FaceBook Add late news items, photos,
etc.
SERVICE Above Self
97
PETS - Club PresidentsDaCdb Presents New
Features
4. Dashboard for Club and District - Snapshot of
Membership, Attendance, Calendar (Birthdays,
Anniversaries)- Edit your own club profile like
FaceBook - Count of E-mail Addresses and
Photos, by club great for Governors Club
award
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PETS - Club PresidentsDaCdb Presents New
Features
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Club PresidentsDaCdb Presentation
Q A
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DISTRICT and CLUB database
T H A N K Y O U !
E-mail Mike_at_MikeThacker.com
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Thanks for attending today. Have a GREAT Rotary
year!
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