We have had one meeting which involved Robbi Ferron, Gloria Skouge, and Jo Fox Burr. As the legislature was still in session, Marylyn Hawkins was unable to attend. She did send an email recommending that we use ACCESS as our database – which we all agreed was the best one to use.

LOCATION:

A major question was where the database should be located. Ideally it would be bested stored in a secure location on the web with only selective access allowed. Unfortunately we do not know of anyone capable of doing this for us at this point. So we have to resort to having it keep officially in one location and it was determined that should be with the Secretary. However, we felt we should have backups kept with all of the officers as well as the Public Relations and Communications Chair. We will need to work out a protocol whereby any updates are automatically sent to each of those having backups.

PURPOSE:

Purposes we determined at our one meeting where as follows –

1. To create a Membership List
2. To create a Donors List
3. To establish credentials
4. To set up action alert lists
5. To track committee interest/membership
6. To create mailing labels and letters
7. To keep records of positions held by members both with the Federation and the local clubs.
8. To be produce various counts
   1. Of the total members
   2. Of the number of members in each club
   3. Of the number of at-large members
9. To help the Treasurer keep financial records such
   1. A dues record – who paid and when (as well as when they first paid)
   2. A record of donations (money & in-kind)from each member
   3. A record of donations from non-members
   4. A record of reimbursements to members
   5. A record of donors employers
   6. Tracking those who give $100 or more
   7. Track committee budget records
   8. Log money paid out
10. To track club history

We are open to hearing about other purposes others may see that we have missed.

STRUCTURE:

Once we have determined all our needs, then we need to establish a structure. At the moment I see a need for the following tables with fields listed under them –

1. General Member Table
   1. Name (First & Last, maybe title)
   2. Address
   3. Phone and alternative phones
   4. Email
   5. Club or at – large status
   6. Positions held
      1. Current
         1. within Federation
         2. within local clubs
      2. Past
         1. within Federation & dates
         2. within local clubs & dates
   
   
2. Committee/Issues Participation sub table of member Table
   1. Committee interest
   2. Committee membership
   3. Action Alert Status
      1. Desire to participate or not (yes/no)
      2. What issues
      3. Level of participation
         1. info only
         2. alert
         3. action
   
   
3. Financial Records sub table of member Table (possibly just kept by Treasurer)
   1. Dues records
      1. Date last paid
      2. Amount paid
      3. Date when first paid
   2. Contribution records
      1. Amount of money
      2. In-kind contributions
      3. Contribution totals
      4. Employer
   3. Reimbursement record
      1. Amount owed
      2. Amount paid
      3. Totals
   
   
4. Club Table set up to relate to Member Table
   1. Club Name
   2. Location – county, etc.
   3. Legislative District(s)
      1. Legislative Representatives
   4. Congressional District
      1. Congressional Representative
   5. Meeting schedule
   6. Meeting places
   7. Website location
   8. Contact information for club
   9. List of members – taken from member table
   10. Current officers – taken from member table
   11. Past officers with dates – taken from member table
   12. Date formed (could be a multiple field to allow for reformation is dissolved)
   13. Currently existing or not
   14. Date dissolved (could also be a multiple field)
   
   
5. Committee Table
   1. Name of Committee
   2. Current Chair or chairs
      1. Contact information – taken from Member table
   3. Past Chairs
      1. Dates as chairs
   4. Responsibilities – maybe
   5. Actions – maybe
   
   
6. Committee budget Records Table – sub table of Committee Table
   1. Amount budgeted for each year
   2. Amount spent each year
      1. On what
   
   
7. Non-member Donor Table – maybe only kept by Treasurer
   1. Donor Name
   2. Address
   3. Phone
   4. Email
   5. Amount given
      1. Totals
   6. Employer
   
   
8. Action History Table – may or may not be useful as a database
   1. What Action
   2. Who requested it
   3. What was done
   4. Results/Current Status