K E Y CLUB The Official
CNH Club Treasurer’s Manual
2008-2009 Edition
Introduction/Contents Hello CNH Treasurers! I am proud to present to you the 2008-2009 Edition of the Official CNH Key Club Treasurer’s manual. Whenever you need to reference any aspect of your duties, feel free to refer to this manual anytime and anywhere. In this manual, you’ll find tons of information on basic duties, what dues are, how to pay them, scholarships and grants, awards, and much more! This contains the collective wisdom of past District Treasurers as well as my own. Start planning for dues season now. Once November and December come around, you will be busy recruiting and collecting and paying dues. The sooner you deal dues, the more time you have for serving your community and members. As a treasurers, we are in a position to lead and serve our fellow Key Clubbers. Although officially we deal with the financial aspects of Key Club, it’s up to us to do find a way to serve our home, school, and community the best we can. Don’t be hesitant to explore the unknown and make your term memorable. Feel free to contact me if you have any questions or concerns during your term as a buzzin’ CNH club treasurer! Buzzin’ with Service and Care,
Spencer Wong 2008-2009 CNH District Treasurer
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Table of Contents *click on page title to jump to it*
Introduction………………2 Table of Contents……….2 Duties………………………3 Dues Defined……………..4 Dues Payment Process….5 Dues Deadlines…………...7 Fundraising…………………8 Scholarships/Grants………9 Awards….………..……….. 10 Contact Information….....11
DUTIES DUTIES
The The
Each club treasurer has his or her own style of operation, however there are some fundamental things you should cover during your term:
Manage Dues
•Work with the Club Secretary to create and record membership applications •Collect dues with applications or through some other plan •Work with other club officers to publicize the club and encourage new membership •Plan to send out either Early Bird or Regular dues deadline •Continue recruiting members throughout the year, collecting and submitting Supplementary Dues as needed
Fundraise •Work with club officers to plan fundraisers and decide appropriate causes to which to donate •Record revenue/expense, including receipts •Ensure that your club fundraisers are not just for the club, but for charities and good causes as well •Collect, count, and store money; as the financial officer, money-related matters are your responsibility.
Finance
Lead/ Other
•Prepare a club budget, updating it after fundraisers and various expenses •Record all transactions, recording all receipts •Keep records that are timely, accurate, and confirmed when possible with appropriate documents •Handle reimbursements, making sure to confirm expenses with receipts •Be prepared to update advisors, officers, and Kiwanians on the club’s financial status. •Serve as an exemplary club member, leading by example to help promote Key Club standards of conduct and professionalism •Encourage younger and newer members to seek leadership roles, official or otherwise •Continue to attend service projects and help the community •Attend club meetings, board meetings, DCMs, Fall Rally, and District conventions
Educate •Transfer all files and record to the incoming treasurer
•Explain responsibilities and policies, going over various important forms and documents; show your successor the Membership Update Center! •Spread the importance of dues to your clubs members; Give a presentation at a general meeting or orientation about the purpose and value of dues
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Dues
DEFINED
Managing dues is one of the most important duties of a club treasurer. Throughout the term, this will be one of your main focuses. Let’s find out what they are all about!
District Benefits
Int’l Benefits
+ LTG Budgets (They use this money to do all of that amazing work for you!) + Service Leadership Program (Kiwanis administrative expenses, equipment, etc.) + Senior Scholarships + Administrative and Mailing Costs
Why Pay dues?
The 411 on Dues
Dues let you get the most out of your volunteer experience by making you an official member of Key Club International and allowing you to:
+ Each club must have at least 15 paid members; however, try to get as many people to pay dues as possible so they can receive all the benefits Key Club offers
+ Make new friends and gain valuable leadership experience, all while serving your community
+ Remember, there is NO maximum membership, so don’t hesitate to keep on recruiting members year-round + As you gain new members throughout the year, make sure to charge, collect, and submit Supplementary Dues. + Send all dues, $11.00 per member, to: 3636 Woodview Trace Indianapolis, IN 46268-3196 + Dues are ANNUAL; members must pay dues every year to renew their membership.
+ Officially recognized membership + Privilege of attending events like Fall Rally and DCON + Membership card and pin + KEYNOTER magazine + Major Emphasis Project + Printing/bulletin materials
+ Serve alongside fellow teens who share you passion for service and dedication to sharing the ideals of love and caring +Key Club provides a structure and an organization recognized worldwide that arranges service projects and records your hours + By grouping together, you have a greater effect by focusing the shared desire of all your fellow Key Clubbers to help the community
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PAYMENT DUTIES PROCESS
DuesThe
Using the online Membership Update Center is an important part of paying dues and therefore a major part of being treasurer. Although it seems complicated, here’s a step-by-step breakdown put together by previous District Treasurers. Access the Membership Update Center by visiting http://soapmu.kiwanis.org . You will be prompted for your club key number and password, which are mailed to the Faculty Advisor in early September (Keep an eye out!). All letters must be entered in UPPERCASE letters. Please note: If you have a large club, remember, you don’t have to get all your membership roster updates completed in one sitting. Simply logout when you get tired, and the roster updates will be saved. DO NOT PRINT your invoice until you have completed adding, deleting, and editing your membership roster. Please remember to be very careful when updating/submitting invoices; incorrectly submitted dues payments will be processed last by the Key Club International Office! STEP 0 Update the Club Advisor Information. Click on the Club Advisors link at the top of the page. Click the ADD button to add a new advisor. Click the ADVISOR’S NAME to update or delete that advisor. To update, make the desired changes, and then click the UPDATE button at the bottom of the page. To delete, click the DELETE button. STEP 1 Do you have any members you wish to delete? Click yes, and the member list will appear. To delete a member, click the member’s name and then click “Delete” near the bottom of the page. Deleted members will be indicated with an asterisk (*). Deleted member records will not be removed from the membership listing, but will NOT be included in the total number of members billed. When you have finished deleting members, click at the bottom of the member list page on the link that says “CLICK IF YOU ARE FINISHED DELETING MEMBERS.” STEP 2 Do you wish to add new members and/or edit existing members? Follow the instructions. Remember, to ADD a member, click the ADD link at the bottom of the page, fill in the information, and then click the UPDATE button at the bottom of the page. To UPDATE an existing member’s information, click the member’s name, and it will open up the data fields. When you have updated the member information, then go to the bottom of the page and click the UPDATE button. When you have finished adding and updating members, then go to the link at the bottom of the member list that states: CLICK HERE IF YOU ARE FINISHED ADDING AND UPDATING MEMBERS. After you have made all of your deletes, adds, and changes, you must proceed to steps 3, 4, 5, and 6 to register your member updates and generate an invoice.
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PAYMENT DUTIES PROCESS
DuesThe
cont.
STEP 3 Have you made all of your additions/corrections and deletions? Click YES to continue, or click NO to go back to Step #1. STEP 4 Are you ready to generate your invoice? Clicking YES will produce an invoice containing the number of members in the club and the corresponding amount of dues to be remitted. Please be sure you have completed adding, deleting, and editing your membership roster before printing the invoice. Once the invoice has been generated and verified, you will not be able to generate another invoice. If you click NO, you will be taken back to Step #1. From there, you may continue the process or logout. STEP 5 Click here for a printable invoice. Print the invoice using the file/print option from your browser. After printing, you must click the AFTER PRINTING, CLICK HERE TO CONTINUE link in the center of the invoice. The invoice will list the Number of Members, International Dues, District Dues, and Total Dues. Upon generation and verification of the club invoice, all member record additions and updates will become permanent. Changes to the member and advisor records will be made within 1-3 weeks after invoice generation. New member materials, including cards, pins, certificates, and handbooks, will be mailed to the faculty advisor at the permanent school address approximately 4 weeks after the invoice has been generated. STEP 5½ Review your invoice. Check the accuracy of these items: Club #, Club name and address, Faculty and Kiwanis Advisors, Sponsoring Kiwanis club, Paid Members, International and District Dues payment. Do NOT send cash or mail a copy of your club roster with payment. Make check or money order payable to Key Club International. Mail one copy of the invoice with your payment. STEP 6 Did you successfully print your invoice? This step is crucial to getting your updated members registered! Please be sure the invoice printed correctly. If you answer YES, you will not be able to generate another invoice, and membership information will be sent to the Kiwanis Family database. If you answer NO, you will be taken back to Step #1. From there, you may continue the process or logout. STEP 6½ If you click YES (in step # 6), you will see this message: You have successfully generated an invoice. Click here to logout. That's it! You’ve updated your membership roster online and generated an invoice! STEP 7 Now, mail your invoice and check ($11 x # of members) to the Key Club International office (address on pg 11). A hard copy of the roster is NOT required so do NOT mail the roster. Now give yourself a break! You’ve just updated your roster and paid those wonderful dues!
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Dues The
DUTIES DEADLINES
Before you jump right into the Membership Update Center, be sure to keep these important deadlines in mind!
Before you jump right into the Membership ALLUpdate DEADLINES ARE “RECEIVED DEADLINES Center, be sureBY” to keep these deadlines in mind Startimportant Paying: October 1, 2008 Early Bird Dues: November 1, 2008 If you can get your dues paid by this deadline, your club will earn an “Early Bird” banner patch. On top of that, your club will also be recognized at the 2009 District Convention! To get this recognition, you need to start collecting dues early. When new and returning members submit their application, make sure they pay their dues at the same time. It’s the easiest way to ensure that people don’t forget to pay.
Regular Dues: December 1, 2008 This is the absolute deadline that dues must be turned in. Your club MUST pay its dues by this deadline to be classified as “in good standing” with District and International. If you miss this deadline, your club will be labeled as “delinquent” and will not be able to attend District Convention. Don’t let your club miss out on DCON and the other great things membership has to offer!
Supplementary Dues: February 1, 2008 It is likely that you will gain more members after the Regular Dues deadline. If so, then be sure to collect and submit their Supplementary Dues. Although you can pay supplementary dues any time during the year, this deadline is also used to determine the AIM Award (see page 10), so be sure to get all extra members to pay up by this date! Remember, only dues-paid members are considered official members of Key Club! Supplementary dues are paid with the same process as regular dues.
WARNING
If your club still hasn’t paid its dues by September 30th of the following year, its charter may be revoked, basically dissolving your club! Your club will have to pay a $100 fee to reactivate itself: Don’t let that happen!
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FUNDRAISING DUTIES
The
As treasurer, one of you jobs is to plan and manage fundraisers for you club. It is your duty to record all financial transactions, to secure storage of funds, and update the club’s budget. Remember, the primary purpose of fundraising should be to raise money for charitable causes. Therefore, make sure that a majority of your profit still goes to charity and service projects.
General Tips o Make sure you explain what it is that you’re fundraising for. o Remember to look like you’re actually enjoying yourself; If you’re not excited, how can you expect your customers to be? Take this opportunity to show off your Key Club spirit! o If you’re going to be using a special facility or place for a fundraiser, make sure that you have permission, preferably in writing. o Be sure to publicize your fundraiser, especially if you have a specific customer base in mind (i.e., at school for a an afterschool bake sale, or in the community center for a carwash.) o Make sure that you budget in the costs of any materials and other expenses when determining the success of a fundraiser.
Donations
Many local companies and organizations are willing to donate funds and various other resources for a good cause:
1. Contact businesses and ask what their donation policy is. Make sure to explain what Key Club does and what the donations are intended for. 2. Write to businesses that ask for letters 1. Locate a Key Club letterhead 2. Include a description of Key Club, it’s influence on the community, and your school 3. Detail the fundraiser and its purpose 4. Include perspective participants, how many are expected to attend, and where they are from (school, city) 5. Include a tax ID number (through sponsoring Kiwanis Club) 6. Politely request items needed by your club 7. Include contact information 3. Pick up donations 4. Afterwards, write thank you cards and summarize the fundraiser’s success
Spend it!
Great! You’ve just fundraised gratuitous amounts of funds through successful and masterful planning. It’s time to decide where and how to spend your money. Keep in mind that the CNH District sponsors a District Project and Key Club International has partners with many groups. 2008-2008 CNH District Project C.A.R.E Care packages Adopt-a-Family Thank You Packages Tree Planting Health Fair
Main Projects/Partners Pediatric Emergency Medicine Pediatric Trauma Prevention Trick or Treat for UNICEF American Cancer Society Children’s Miracle Network Local Charities and Service Organizations
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SCHOLARSHIPS/GRANTS The DUTIES There is money available for members and clubs to utilize in the form of scholarships and grants. Seniors who are official members have the opportunity to apply for many scholarships offered by the District and Key Club International. In addition to this, clubs can receive grants that will help pay part of the price for large projects.
Youth Opportunities Fund
CNH PTP Grants
The Youth Opportunities Fund (YOF) is a fund from Key Club International that helps with paying for large projects through grants for service opportunities. The fund is establish from a portion of the dues that you pay, so dues not only benefit you but other people as well.
The Cali-Nev-Ha Foundation has grants available for clubs who are planning new PTP projects and need assistance covering costs.. These grants are matching start-up funds, providing up to $250 for projects.
With the YOF, you can apply for grants for any service project. Grants range from $200 up to $2,000. All grant apps must be turned in by every term by October 15 each year.
Access an application at:
You can find the form at: http://community.kiwanisone.org/medi a/p/2481.aspx
http://www.cnhfoundation.org/projects/P TP/SYPTPGrantApplication.pdf
Mail to: Club Grant Program Kiwanis Cali-Nev-Ha Foundation 8360 Red Oak Street #201, Rancho Cucamonga, CA 91730-0608
Scholarships
Attention seniors! Sign up for a Key Club Scholarship! You must be an official Key Club member (have paid dues this year) and turn in an application. Only one form is needed to be considered for all district level scholarships and just 2 forms for International scholarships. It’s that easy! Scholarships range up to $20,000! Take advantage of this!
To apply for CNH District Scholarships, complete a Kiwanis Cali-NevHa Foundation Scholarship packet (to be found on the CNH District website). To apply for Key Club International scholarships, attach a KCI scholarship cover sheet (found on the KCI website)
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The
AWARDS
Each club has the opportunity to be recognized by the CNH District for various achievements in dues payment and membership. As your club’s treasurer, it is your duty to ensure that you club qualifies for these awards. You are also eligible to receive the Outstanding and Distinguished Treasurer Awards, which recognize you for the hard work and effort you have done during the year. Achieving Increased Membership (AIM) Award This award honors clubs that have managed to increase their membership by any of the following increments by February 1st, 2009: 100% Increase (double) and at least 40+ new members 50% Increase and at least 20+ new members 25% Increase and at least 8+ new members Winning clubs are recognized at District Convention and receive a banner patch. Since this is based on records generated at the International Office, no forms are needed to be submitted. Just keep on recruiting more members!
Membership Retention Award Although it’s great to keep increasing our membership, it’s equally important to keep the old members! This award will be based on whether or not your club has retained a certain percentage of members from the previous year. Like the AIM Award, no paperwork is necessary. This is an automatic entry award
Early Bird Dues Award This award is given to clubs that have submitted their dues to the International Office by the Early Bird Dues deadline (November 1, 2008). Winners of this award will be recognized at the next District Convention. Apart from the honor, sending in dues early allows you and your club to get this important task out of the way so you can focus more on serving your community! This award also has automatic entry. No applications are required.
Distinguished Treasurer Outstanding Treasurer This award will be presented at the end of your term and will be judged by your cumulative performance over the entire year. Your advisor will be given a list of objectives to check off; if you have achieved a set number, you will automatically receive this recognition.
Think you have what it takes to be distinguished? Did you go above and beyond in your duties? This award is for treasurers who have demonstrated ability, devotion, and success beyond that of outstanding. As there will a few chosen out of the over 600 club treasurers in our District, this is both a great honor and a competitive challenge. This award will be judged with a submitted binder documenting your achievements throughout the year.
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DUTIES INFORMATION
Contact The
Don’t be afraid to contact any of us! Use us as a tool for your club. E X E C B O A R D
Governor Jennifer Zhu > kcgovernor@cnhkiwanis.org Secretary Jenelle Yee > kcsecretary@cnhkiwanis.org Treasurer Spencer Wong > kctreasurer@cnhkiwanis.org Bulletin Editor Joseph Lam > kceditor@cnhkiwanis.org
Club Treasurer’s Reflector
Web Links Cali-Nev-Ha District: > www.cnhkeyclub.org
Join this reflector tor receive updates from me and connect to other treasurers in the district:
Key Club International Office
1. Create a Google Groups account using any email.
Office Hours: Monday to Friday 8:30am to 4:45pm Eastern Daylight Time
2. Go to http://groups.google.co m/group/cnh-treasurers2008-09 and request a membership invitation.
Phone: 1-800-549-2647 (1-800-KIWANIS), ext. 411
Key Club International: > www.keyclub.org
Address: 3636 Woodview Trace, Indianapolis, IN 46268-3196
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