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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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 DISTRICT and CLUB
database

73% USA

24% World

In over
4,500 clubs

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DISTRICT and CLUB
database

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 DISTRICT and CLUB
database

www.DaCdb.com
- PPT Overview

- Specifics on LIVE database (Q&A)

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

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

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 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.
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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 (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 RI15
 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.
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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

• 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 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 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
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 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, and
Attendance check-in sheets,
plus lots of other club reports

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 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>”

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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
• Remember, lots of HELP is available…

www.DaCdb.com/2011
x

has all these materials,

and much more…
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 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!

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 Logging In
• Click the EZ link in a PMAIL #05 message
Logging In
 Logging In
1) Your EMAIL address
2) Your RI MemberID
Y
o
u
r

D
e
s
k
t
o
p

3) Or, just click on link in PMAIL #05

 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
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Getting Started
My CLUB tab

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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 member’s 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
• Remember, ALL activities affecting the
management of your club’s 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
committees outside of your club.
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 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
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Getting Started
EDIT CLUB

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Getting Started
Select EDIT Member

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Getting Started
EDIT Member from VIEW

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Getting Started
EDITING Member data

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Getting Started
EDIT Club Positions

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Getting Started
EDIT Club Positions
 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 and in the District
calendar 45
Add a Calendar Event

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List Calendar Events

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List Calendar Events

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 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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 P-MAIL

A menu of
preformatted
PMAIL
templates are
already defined.

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P
M
A
I
L
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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
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

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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
Finally, we have documentation for
each function for the Club Secretary...
 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?”

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 DISTRICT and CLUB
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 58