Rotary International requires all clubs to report the total number of members in their club at month end, along with the average percentage of attendance at the weekly meetings to the District Governor.

In District 5220 this is done through the District and Club Data Base (DaC-DB) software which is linked from the menu above. Club Presidents, Club Secretaries, and other club members with a Level 4 security access can complete the report.

There are two ways to do this; the easy way and the hard way:

The Easy Way:

1. In DaC-DB Reports, print a blank form for collecting attendance - your club members are already listed.

2. Check next to the name of each member who attends the meeting.

3. Add any new members to the club roster in DaC-DB as they are inducted and delete any terminations as they occur.

4. Open a new meeting in DaC-DB.

5. Transfer the check marks from the printed paper into the DaC-DB weekly attendance for that week. If you have internet access in your meeting facility you can skip steps 1 & 2 and just electronically check in members as they arrive.

6. Save the meeting but leave it open until you have a chance to record makeups, and then close it.

7. At the end of the month after recording all of the makeups, submit the monthly report - all of membership totals and attendance percentages will have been calculated by the machine and pre-filled on the monthly report. Just click the submit button. Do this by the 15th of the month.

The Hard Way:

1. Make yourself a membership list.

2. Check off each person that attends the meeting.

3. Count the checkmarks next to the names of Active and Active Rule of 85 club members who attend. Don't count guests or Honorary Members.

4. Count the number of active (not Honorary) members in the club. Subtract all of the active members who have a leave of absence approved by the club board. Subtract also all of the Rule of 85 Active members who did not attend that meeting (but not those who did)

5. Make a note of the total attendees from number 3 and the total expected to attend from number 4 for each meeting of the month.

6. Add makeups from 14 days before or up to 14 days after the missed meeting.

7. Recalculate your totals for each of the meetings using the method insteps 3 & 4.

8. By the 15th of the following month, add up all of the credited attendance from all meetings, then add up all of the expected attendees from all meetings

9. Divide the total attendees by the total expected attendees from all meetings in the month and make note of the percentage.

10. Check your club roster to see how many active (not honorary) members you had at the beginning of the month and record the number.

11. Check to see how many new active (not honorary) members were inducted during the month and record the number

12. Check to see how many active members (not honorary) terminated during the month. Include in this count any members that changed from active to honorary since their active membership has terminated and active members are what we are counting.

13. Take the beginning count for the month, add the new members, and subtract the terminations to get the ending number.

14. Check the ending number of active (not honorary) members in the club on the club roster (including rule of 85 and those on board approved leave of absence) and compare it to the ending number for step 13. If they are the same then continue but if they are different go back and check everything again, as many times as necessary, until corrections have been made and both numbers are the same.

15. Sign in to DaC-DB and select ATTND. Pick Submit Monthly Attendance, and fill out the report with the values you calculated in the earlier steps. Don't forget to click the "Submit" button at the bottom of the form.

16. Kick yourself for not doing it the easy way

17. Repeat